Archived decisions

Audit Ref No

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

Service Management Team

Comments

Action Date

Follow up Date

Date Closed

SECURITY & PASSWORD CONTROLS 2006/07

3.29

The location of back up tapes for the server at the site identified in the audit 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

11/01/2008

URBAN SEARCH AND RESCUE TEAM (USAR) 2006/07

3.4

A report should now be made to the Fire Authority on Civil Protection in general, detailing the New Dimension element, and encompassing the development and achievements of the Urban Search and Rescue (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 Fire Authority 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 Fire Authority, via Service Management Team with an accompanying follow up presentation if required.

31/03/2007 for the report and a suitable HFRA meeting as determined by Service Management Team.

amended to 30/07/2007

amended to December 2007

24/04/2007

11/07/2007

16/10/2007

12/12/2007

OVERTIME 2005/06

3.8

We recommend that Human Resources Operations and Information Services departments 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 Financial & 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

25/01/2008

HUMAN RESOURCES 2006/07

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.

Human Resources Managers (Workforce Support and Planning)

Director of Human Resources

Agreed.

Aug 2007

extended to October 2007 extended to 14/12/07

16/10/2007

11/01/2007

25/01/2008

FINAL ACCOUNTS AUDIT 2006/07

Write Off Procedures

Ensure that write off procedures being followed comply with financial regulations

N/A

Financial Services Manager

Director of Corporate Services

Chief Officer authorisation for write-offs is delegated to the Head of Finance and Office Services and to the Financial Services Manager. Procedures for the write-off of debt have been reviewed with Hampshire County Council staff to ensure future write-offs are actioned in accordance with financial regulations. HFRS staff will review the write-off register (held by HCC) on a 6 monthly basis.

30/09/2007 extended to 31/12/2007

15/11/2007

11/01/2008

SOUTHSEA FIRE STATION 2007/08

3.8

Staff should sign or initial the blue copy of the indent as evidence that items have been received by the station.

Station Admin

Assistant Chief Officer

Community Response

This has now been actioned by the Group/ Station administrator.

Immediate

15/11/2007

28/12/2007

7/01/2007

3.3

We recommend that access to the petty cash is limited to admin staff and the station manager.

Station Manager

Assistant Chief Officer

Community Response

Station Manager and Group/Station administrator will be responsible for issuing any petty cash.

November 2007

15/11/2007

28/12/2007

7/01/2007

3.7

We recommend that the missing indent pad is located or the numbers be cancelled so that they cannot be used in future.

Station Manage

Assistant Chief Officer

Community Response

The missing indent pad has not been able to be located.

Immediate

15/11/2007

28/12/2007

7/01/2007

3.11

All staff should sign the watch records to confirm that the overtime is genuine.

Station Manage

Assistant Chief Officer

Community Response

Station Manager to discuss with all Crew and Watch Managers that all staff need to sign confirm overtime.

30/11/2007

15/11/2007

28/12/2007

7/01/2007

3.12

We recommend that the station and watch Managers take steps to reduce the level of outstanding TOIL (Time off in Lieu) to under the agreed maximum of 50 hours.

Station Manager - Watch and Crew Managers

Assistant Chief Officer

Community Response

Station Manager to discuss with all Crew and Watch Managers that all staff need to sign confirm overtime.

30/11/2007

15/11/2007

28/12/2007

7/01/2007

3.15

We recommend that all items on the vehicle are marked visibly with the correct vehicle registration.

Station Manager

Assistant Chief Officer

Community Response

Station Manager to discuss with all Crew and Watch Managers that all staff need to sign confirm overtime.

30/11/2007

15/11/2007

28/12/2007

7/01/2007

3.18

We recommend that the ownership of the wheelchairs is confirmed and that these and all Social Club items are recorded on a separate inventory sheets.

Station Manager

Assistant Chief Officer

Community Response

No-one actually owns them, the wheelchairs have been donated for use by Hampshire Fire & Rescue Service B Division members or their families. The Ben Fund committee came to an agreement many years ago with the then Officer in Charge at Southsea that they could be stored there and subsequent Officers in Charge have always allowed the storage to continue. Many members have used them in the past and returned them once they are no longer required.

30/11/2007

15/11/2007

28/12/2007

7/01/2007

Performance Review Team Note 7/01/2007 - Station Manager has confirmed wheelchairs on inventory

3.19

Consideration should be given to the alarming of station buildings.

Property Services Manager

Director of Corporate Services

Not accepted

Risk Assessments have been carried out at stations and the decision made as a result that currently there is no need to place alarms in buildings.

N/A

3.20

We recommend that security of the site is reviewed due to non-fastening windows.

Property Services Manager

Director of Corporate Services

This has been passed to Property Services Manager for consideration.

Immediate

21/01/2008

Performance Review Team Note: 21/01/2008 The Property Services Manager has included the need for new windows in the Property record.

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 Service Management Team 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

N/A

21/01/2008

Performance Review Team Note : 21/01/2008 - There is no longer an obligation for the Service to have a formal Best Value Performance in place. Reviews continue to be undertaken in various forms and this has been discussed with Internal Audit, who have agreed to close this action down.

DEBTORS AND CASH INCOME 2007/08

3.3

We recommend that staff involved in work connected with the debtors' function should be reminded of the importance of Financial Regulations in their area of work.

Financial Services Manager

Head of Finance & Office Services

Agreed.

March 2008

15/02/2008

21/02/2008

DEBTORS AND CASH INCOME 2007/08 (Continued)

3.9

We recommend that the central Finance office should rule-off after each block of receipts that relate to a banking, in order to clarify the audit trail.

Financial Services Officer

Head of Financial & Office Services

Agreed.

Immediately

N/A

21/01/2008

3.10

We recommend that the postal remittance record should be signed by the recipient of cheques/ cash in departments, rather than the person handing cheques/ cash over from the central Finance office.

Central Support Manager

Head of Financial & Office Services

Agreed.

Immediately

N/A

21/01/2008

3.12

We recommend that the number of keys used for the Finance office safe should be restricted, where possible, and duplicate keys held in a signed and sealed envelope in a separate secure location.

Financial Services Officer

Head of Financial & Office Services

Agreed.

January 2008

N/A

21/01/2008

3.17

We recommend that banking should be carried out within seven days of receipt of income.

Financial Services Officer

Head of Financial & Office Services

Agreed - subject to a minimum amount of £30.

Immediately

N/A

21/01/2008

3.18

We recommend that a risk assessment should be undertaken regarding the amounts of income that require an escort for the person going to the bank.

Financial Services Officer

Head of Financial & Office Services

Agreed.

Immediately

N/A

21/01/2008

3.20

We recommend that consideration should be given to the updating of Financial Regulations to incorporate an upper limit for write-off authorisation of £5,000 instead of £3.000, to be consistent with Hampshire County Council which is an integral element of the write-off procedure.

Financial Services Manager

Head of Finance & Office Services

Agreed.

March 2008

15/02/2008

3.22

We recommend that in accordance with the Audit Commission Annual Report, debt should be written-off where over one year has elapsed unless settlement is imminent.

Financial Services Manager

Head of Financial & Office Services

Agreed - unless action is being taken to recover debt.

Immediately

N/A

21/01/2008

3.21

We recommend that aged debtors reports should be obtained on a monthly basis to ensure that follow-up of aged debtors is prompt.

Financial Services Manager

Head of Financial & Office Services

The County Treasurer's Income Section managed HFRS debt and reviews debtors on a monthly basis. HFRS are kept informed on a quarterly basis. As long as debtors are being monitored on a monthly basis by the Income Section it should not be necessary for HFRS to monitor monthly as well.

N/A

25/01/2008

WORKSHOPS 2007/08

3.7

We recommend that all visitors should be required to sign both in and out in the visitors book.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed

November 2008

15/01/2008

24/01/2008

3.10

We recommend that the current procedures for stores should be more detailed to include the procedures for orders placed by the stores manager for verification/ authorisation by the Workshops Manager. In addition, they should include the requirement not to leave stock on shelf any longer than two years.

Workshop Manager

Workshop Manager/ Procure-ment Manager

Director of Strategic Projects & Specialist Response

Stores procedures to be updated. Prior to stores merge it should be noted that it may be appropriate to hold stock for more than two years, but procedures for this will be set down.

Once merged with Headquarters stores, their procedures will be followed.

November 2008

September2008

15/01/2008

24/01/2008

3.9

We recommend that with the introduction of the new stock control system, regular stock checks should be undertaken, e.g. half-yearly. Stock checks should be fully documented and all records retained.

Workshop Manager/ Procure-ment Manager

Workshop Manager

Director of Strategic Projects & Specialist Response

The intention is to merge the Workshop store with the HQ store, managed by the Procurement Manager, when their policies and procedures will be adopted.

Until then we will carry on with the rolling stock checks, a full 6 month check and the annual end of year stock take. All will be documented & discrepancies investigated.

September 2008

November 2007

15/01/2008

Performance Review Team Note 15/01/2008 - Stock check undertaken during move to Service Headquarters. Discrepancies and potential write-offs are being investigated at present. Stock checks will be undertaken six monthly.

WORKSHOPS 2007/08 (Continued)

3.12

We recommend that the `tilt and slide' vehicle parts that have been held in stock, unused, since December 2000 should be cleared at the earliest opportunity

N/A

Director of Strategic Projects & Specialist Response

Not agreed. These parts may still be required on some vehicles

N/A

3.13

We recommend that all returns to stores should be suitably annotated in the stores accounting system and the reason for them recorded. All recording fields in the system should be completed. All transactions effected through this system should be evidenced on the audit transaction print.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

December 2007

15/01/2008

3.14

We recommend that the 'silent hours issues' sheet, used to record out of hours issues, is completed in respect of all issues. An independent check should be periodically undertaken to confirm that the record is being completed at all times.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

November 2007

15/01/2008

WORKSHOPS 2007/08 (Continued)

3.16

We recommend that care should be taken to ensure accuracy in the accounting for stores stock. It is appreciated that difficulties continue to be experienced with the stock control system.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

The intention is to merge the Workshop stores with the HQ stores, managed by the Procurement Manager when their policies and procedures will be adopted.

Until then we will continue with the rolling stock checks, a full 6 month check and the annual end of year stock take. All will be documented and discrepancies investigated.

December 2007

15/01/2008

3.17

We recommend that all stores stock should be recorded in the stock control system, including breakdown spares.

Workshop Manager

Director of Strategic Projects & Specialist Response

Parts retrieved/ repaired will be taken into stock or disposed of.

December 2007

15/01/2008

3.20

We recommend that indents are fully completed in line with guidance notes.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

November 2007

15/01/2008

24/01/2008

3.21

We recommend that all authorisers print their name and service number on the pad in addition to their signature in line with procedures.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

November 2007

15/01/2008

24/01/2008

WORKSHOPS 2007/08 (Continued)

3.22

We recommend that spoilt or cancelled indents are crossed through and retained in line with procedures.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

November 2007

15/01/2008

24/01/2008

3.27

We recommend that an action plan should be instigated to address areas of non-performance which should also include respective timescales.

Workshop Manager

Director of Strategic Projects & Specialist Response

Completed.

N/A

15/01/2008

N/A

3.36

We recommend that in order to provide an adequate separation of duties, the authorisation of fuel orders should be by the Workshops Manager rather than the Administrative Officer.

Workshop Manager

Director of Strategic Projects & Specialist Response

Will not have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

December 2007

15/01/2008

3.37

We recommend that the standard allowance for fuel evaporation (1%) should be made in the fuel tally records.

Workshop Manager

Director of Strategic Projects & Specialist Response

Will not have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

December 2007

15/01/2008

3.40

We recommend that the manhole cover keys should be held securely and under lock and key at all times.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed.

November 2007

15/01/2008

WORKSHOPS 2007/08 (Continued)

3.41

We recommend that greater accuracy should be sought in the completion and retention of the fuel tally records.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed. No longer have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

November2007

15/01/2008

3.42

We recommend that fuel dips should be held more frequently than on receipt of fuel, say monthly. Reasons for variations between dip and tally records should be investigated and annotated on the tally records.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed. No longer have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

November 2007

15/01/2008

3.43

We recommend that the fuel stock records should clearly indicate when stock checks are undertaken and by whom. Evidence of the people involved in the check should be recorded in the record.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed. No longer have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

November 2007

15/01/2008

November 2007

3.44

We recommend that care should be taken to ensure that the fuel tally record is accurate at all times. Management should undertake periodic checks to ensure this and note this in the documentation held.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed. No longer have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

November 2007

15/01/2008

November 2007

3.45

We recommend that fuel issues records are completed in full at all times to include evidence of management verification.

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed. No longer have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

November2007

15/01/2008

3.46

Fuel pump keys must be held securely at all times. In addition, duplicate keys must be obtained and securely retained in a separate location known by management .

Workshop Manager

Director of Strategic Projects & Specialist Response

Agreed. No longer have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

November2007

15/01/2008

3.47

We recommend that the procedures for fuel verification should be formalised and be held on a regular basis by management independently of the persons supervising issues on a daily basis.

N/A

Director of Strategic Projects & Specialist Response

Not agreed for Workshops as we will not have fuel responsibilities at new Workshop (move date Dec 07). Running down existing stocks.

N/A

15/01/2008

N/A

INDENTS 2007/08

3.14

The system for the requesting of goods through the use of Operational Indents should be reviewed to ensure adequate controls are in place.

N/A

Not agreed, We would require more information on the issues with this service and process as all stock has been allocated to the operational groups. Yellow operational indents are a means of advising the operational groups what each station requires. Ops. indents are not controlled and have no sequence numbers and therefore only act as a memo.

N/A

3.18

All despatch notes should be retained and matched to the relevant Service Indent Voucher.

Station Support Manager / Station Managers/ Officers in Charge

Not agreed, the white indent has only been kept and filed if there is a chance that the item could be returned at a later date and within the 3 month guideline.

N/A

INDENTS 2007/08 (Continued)

3.13

Departments within headquarters should clearly rule off the line below the last request on the Service Indent Voucher.

Procure-ment Manager and Station Managers/ HQ Dept Managers/ Officers in Charge Retained Stations

Head of Financial & Office Services/

Assistant Chief Officer Community Response

Not agreed, this issue and requirement is within the current guidance notes but specifically relate to stations, internal HQ departments will not fulfil this requirement as this would be wasteful of resources as the internal HQ department send the whole pad to Supplies for actioning so the white copy does not become separated form the blue until the page is complete.

N/A

3.10

All Service Indent Vouchers should be authorised correctly and include signature, printed name and service number.

Procure-ment Manager/ Station Managers,/HQ Dept Managers / Officers in Charge Retained Stations

Head of Financial & Office Services/

Assistant Chief Officer Community Response

Agreed, This has been reflected in amended guidance notes which hopefully simplify this requirement and re-iterate it to all managers.

These new guidance notes will be updated on the intranet and circulated to all managers.

1/04/2008

N/A

17/01/2008

INDENTS 2007/08 (Continued)

3.11

Authorising Officers must seek additional authorisation for goods requested for themselves.

Procurement Manager and Station Managers/ HQ Dept Managers and Officers in Charge of Retained Stations

Head of Financial & Office Services/

Area Manager Service Delivery Response

Agreed, Guidance notes were written highlighting this requirement.

This again has been reflected in amended guidance notes which hopefully simplify this requirement and re-iterate it to all managers.

The amended statement reads "Please also be aware that Service indents cannot be signed by the authorizing Officer if the goods are requested for the same authorizing Officer. In these cases the authorizing officer should be the next in line higher ranking officer.

01/04/2008

N/A

17/01/2008

3.12

Once the last request has been completed the additional lines on the Service Indent Voucher must be ruled off to prevent other items being included.

Procurement Manager and Station Managers/ HQ Dept Managers and Officers in Charge at Retained Stations

Head of Financial & Office Services/

Assistant Chief Officer Community Response

Agreed, Guidance notes were written highlighting this requirement.

This again has been reflected in amended guidance notes and communications with station Managers and administrators.

01/04/2008

N/A

17/01/2008

SERVICE ORDERS 2007/08

3.3

Staff should use the intranet to access and read the Service Orders.

Head of Financial & Office Services

This has been agreed at a Service Order Review Group meeting on 8 Nov 2007. Personnel now access Service Orders through HFRS intranet.
Paper copies are in the process of being removed from Stations and offices.

08/11/2007

N/A

08/11/2007

COPNOR FIRE STATION 2007/08

3.13

All overtime and TOIL prime records should be signed by the person claiming the overtime or TOIL

Watch Managers

Assistant Chief Officer Community Response

Memo sent to all Watch Managers detailing procedure.

Immediate

N/A

28/01/2008

3.19

All indents should be ruled off after the last entry to avoid entries being made following authorisation.

Watch Managers

Assistant Chief Officer Community Response

Memo sent to all Watch Managers and 'post it' reminder put on indent pad.

Immediate

N/A

28/01/2008

3.20

All indents dispatch numbers should be recorded on the blue copy of the indent held at the station.

Watch Managers

Assistant Chief Officer Community Response

Memo sent to all Watch Managers detailing procedure.

Immediate

N/A

28/01/2008

IT NETWORKS 2007/08

3.12

We recommend that external access to the network is reviewed.

IT Engineer

Director of Corporate Services

Agreed.

February 2008

16/10/2007

21/02/2008

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