Archived decisions

REF

REQUIREMENT

COMMENT

G

A

R

Ref to Improvement Planning and Risk Registers

1

Prevention, Protection and Response

1.1

IRMP

1.1.1

The Fire and Rescue Authority must produce a publicly available IRMP covering a 3 year time span which:

Current IRMP spans 2008-11. This plan is widely published to stakeholders and is available on line.

1.1.2

Is regularly reviewed and revised and reflects up to date risk information and evaluation of service delivery outcomes.

Regular reviews of objectives, performance and progress by SMT. Strategy is amended as required to ensure targets remain achievable.

RR entry Ref 05

IR ongoing V17 Ref 2a.3

IR ongoing V17 Ref 2c.2

1.1.3

Has regard for the risk analyses completed by the Local and Regional Resilience Forums including those reported in external risk registers, to ensure that civil and terrorist activities are captured in their IRMP.

The Service is represented on the Local Resilience Forum (LRF) and Regional Resilience Forum (RRF). Hampshire Fire and Rescue Service has established it's own LRF for the purpose of managing and assessing information from and to the LRF/RRF. This process will inform the IRMP process in the future.

RR (Green) Ref 06c

HFRS LRF Terms of Reference

1.1.4

Reflects effective consultation during its development and at all review stages with all stakeholders.

IRMP consultation focuses on those most affected by the proposals. General issues are the subject of County wide focus groups.

1.1.5

Demonstrates how P,P&R activities will be best used to mitigate the impact of risk on communities in a cost effective way.

Since the restructuring of the service in April 2007 the Service Delivery (SD) Directorate have combined Prevention, Protection, and Response to ensure that we can reduce community risk through efficient high quality service delivery.

This ethos is embedded in the development of integrated risk reduction objectives contained within the Fire & Rescue Service Plan (IRMP) 2008-2011 and the Improvement Register.

IR ongoing V17 Ref 4.7

1.1.6

Provides details of how FRAs deliver their objectives and the needs of communities through working with partners.

Improvements in terms of embedding the partnership toolkit are detailed in Improvement Register, as is the action to include a section on effective partnerships in Group Plans.

IR ongoing V17 Ref 2d.5

1.1.7

The IRMP has to have undergone an equality impact assessment process.

This has been completed.

1.1.8

FRAs should review the effectiveness of Cross Border integration arrangements with neighbouring authorities and set these out in their IRMPs.

Such reviews should be carried out jointly and RMBs provide a potential forum for this to be taken forward.

Although done routinely by Service Delivery, this has not featured in our past IRMPs

Cross Border integration needs to be embedded in the CFOA Resilience Committee agenda, this needs to include inter-regional working.

This should be considered during the development of mobilising protocols for RCC.

The work on Cross Border integration will be added to the HFRS Improvement register.

IR ongoing V17 Ref 2d.4

1.2

Prevention

1.2.1

The National Framework does not require any specific action under this heading.

Although no specific action is required we have been heavily involved in the setting of LAA targets and preparation for the CAA process in 2009.

1.3

Protection

1.3.1

Fire and Rescue Authorities must have a management strategy and a risk based inspection programme to enforce the provisions of the RRO (Fire Safety) 2005 and his must be part of the IRMP.

The risk based inspection programme is in place. We are also leading for CFOA on the `better regulation' agenda.

Fire Safety Order (RRO) and subsequent legislation - Reg Enforcement and Sanction Bill and Compliance Code detailed in Risk Register

Risk Register Ref 06b and 06e

1.4

Effective Response

1.4.1

Fire and Rescue Authorities must have in place effective arrangements for gathering risk information and making it readily available to operational crews. This should include an effective audit and review system to ensure that the information is current and in the required format.

The process of gathering and recording risk information has been recently reviewed. New formats for Premise Inspection Cards, Ops Plans and Premises Risk Management plans completed. Mobilising messages to stations now include premise risk information where available.

MDT Project has commenced to supply data on risk direct to Fire Appliances.

Action on this item is detailed in the Improvement Register

IR ongoing V17 Ref 2a.4

1.5

Contingency planning for emergencies

1.5.1

The Fire and Rescue Authority must have in place a plan to provide such level of emergency cover as it regards as appropriate during any period of emergency, (Industrial action) liaising as necessary with other relevant organisations, but without reliance upon the Armed Forces.

Business continuity plan in place to identify available resources and strategic positioning of appliances should a reduction of pumping appliances be required due to industrial action or flu pandemic etc.

RR entry Ref 01

HFRS Business Continuity Plans: 50 - 50B - 50C

1.5.2

The Fire and Rescue Authority must ensure the availability of all necessary vehicles, equipment, training and support; and have in place arrangements for heightening public awareness and vigilance in respect of safety issues during periods of emergency cover. (Industrial action)

The business continuity plan makes provision for the securing of vehicles, training equipment and support during periods of industrial action.

CFRMIS data base holds addresses of all premises categorised by risk. This can be used to generate contact lists for mailing information and key safety messages during periods leading up to and during industrial action.

1.6

Research and statistics

1.6.1

Fire and Rescue Authorities must be ready to implement the electronic incident recording system by 31 March 2009.

A project board has been established for IRS, with the aim of introducing IRS into the Service in February 2009.

Project Initiation Document and Minutes of board meetings.

2

Resilience. (Local and Regional)

2.1

Fire and Rescue Authorities must work together with partners within their LRF to address the risk profile in their area.

The Service is represented at these meetings with information being reported back to our own Local Resilience Forum and SMT when appropriate.

HFRS LRF - Terms of Reference.

2.1.2

At the regional level Fire and Rescue Authorities should work together to ensure effective Fire and Rescue Authority representation at Regional Resilience Forums.

The Service is represented at these meetings with information being reported back to our own Local Resilience Forum and SMT when appropriate.

HFRS LRF - Terms of Reference.

3

FireControl

3.1

Fire and Rescue Authorities must make preparations to move their control services to the Regional Control Centre network, complete the tasks in the FiReControl transition plan in line with the dates set out and to carry out any tasks specific to their FRS necessary for the move of their control service.

Project team established and operating to ensure transition to RCC is completed in line with CLG time scales.

Management of project detailed in Risk Register.

RR 7B

3.1.2

Fire and Rescue Authorities must participate actively in existing regional arrangements for the transfer of control services to the RCC.

HFRS and HFRA are participating fully via our own project board, the Regional Management Board (RMB), and the LACC

RR 7B

3.1.3

Fire and Rescue Authorities must ensure that the locally controlled company in their region is established by the FRAs, working through their RMB, as soon as possible, and in good time to carry out formal requirements as a good employer and to take on the lease of the building as quickly after practical completion as possible.

The LACC is established with a representative `Director' from the Fire Authority (Cllr Roger Price).

RR 7B

3.1.4

Fire and Rescue Authorities must enter into agreements , at least 6 months before cut over:

i. With the RCC company in their region for the delivery of the control service on their behalf by the RCC.

ii. With Communities and Local Government and other fire and rescue authorities to provide national co-ordination of the RCCs where necessary and to provide a flexible approach to the use of all FRS resources.

iii. To ensure that all resources can be mobilised across fire and rescue authority borders.

This requirement is being considered by our own project team, work in ongoing.

RR 7B

3.1.5

Fire and Rescue Authorities must co-operate fully with the FiReControl technology supplier, and any relevant sub-contractor.

HFRS's project team are, and continue to cooperate fully. All deadlines for returns and completion of tasks have been met.

RR 7B

3.1.6

Fire and Rescue Authorities must report progress regularly to Communities and Local Government using the tools provided for that purpose.

Protocols to ensure timely completion are in place.

4

FireLink

4.1

Fire and Rescue Authorities must support the roll out of Firelink by co-operating with the suppliers by giving access to vehicles and existing control rooms, and by ensuring that training programmes are completed to timetable, providing all reasonable support.

HFRS are and continue to cooperate fully. Plans are being developed for the conversion of our fleet in early in 2009.

RR 7A

4.1.2

Fire and Rescue Authorities must support the roll out by assisting Firelink programme with testing of the new system and migration of radio communications to the RCC.

HFRS are and continue to cooperate fully.

RR 7A

5

New Dimension

5.1

Fire and Rescue Authorities must use the contract established by Communities and Local Government to secure the long term maintenance of the New Dimension resources for which they are responsible.

The Service is currently considering the recently published Long Term Capability Management Project plans outlined by Communities and Local Government (CLG).

CLG Circular 36/2008

6

Diversity and Workforce

6.1

Fire and Rescue Authorities must implement the requirements of the Fire and Rescue Service Equality and Diversity Strategy 2008 - 2018.

No assessment yet as this is work in progress. However, we will be implementing it.

We have completed a Gap Analysis of the Fire and Rescue Service Equality and Diversity Strategy 2008 - 2018 that has recently been issued by CLG. This will identify areas to inform our own improvement plan.

6.1.2

Fire and Rescue Authorities must ensure that all plans , policies, practices and procedures are effectively equality impact assessed and appropriate action is taken to remove or mitigate any adverse impact.

New improved People Impact Assessments (PIAs) introduced.

Function action plans have been developed to review Equality Impact Assessments and convert them to PIAs.

6.1.3

Fire and Rescue Authorities must produce and at least annually review an action plan for implementation of the strategy, and report to elected members on progress.

This has been and will continue to be done.

6.1.4

Fire and Rescue Authorities must provide annually to Communities and Local Government evidence of progress on equality and diversity for publication in the Fire and Rescue Service Equality and Diversity Report including:

i. Statistical information on staff recruitment, progression and retention and service delivery across all diversity strands.

ii. Qualitative information on policies, procedures, practices and processes which support equality and diversity in service delivery and the workplace as evidence of progress made.

In our action plan

7

Workforce development

7.1

Fire and Rescue Authorities must apply Integrated Personal Development System (IPDS) principles to the recruitment, development and progression of all staff.

Workforce Development Strategy has been produced which fully embraces the principles of IPDS.

7.1.2

Fire and Rescue Authorities must use IPDS and the national process based on it.

The National Fire Selection Test (NFST) subject to final validation and Assessment & Development Centre (ADC) is used for the appointment and selection for all Grey and Gold book. staff.

HFRS have fully embedded the IPDS, NFST and ADC processes into recruitment, selection and personal development.

The risk of the impact of NFST and ADC is detailed in the Risk Register

RR entry Ref 09

7.2

Fire and Rescue Authorities should carry and record individual performance reviews annually which include an assessment of performance against:

i. Role map units, National Occupational Standards or job description duties as appropriate.

ii. Agreed annual objectives, including the setting and assessing of equality and diversity objectives.

The Personal Development Review System (PDRS) process is full embedded.

PDRS now fully embedded, reviewed, improved and in use.

IR completed V16.3 Ref 1c.1

8

Training and development

8.1

Fire and Rescue Authorities must ensure that they have in place role related training, development and assessment arrangements to develop and maintain competence of staff. These should be linked to the IPDS framework and National Occupational Standards across the full range of operational activities.

In place supported by a Training and Development Strategy and annual Training Needs Analysis, with training prospectus produced to support Service Delivery requirements

9.1

Fire and Rescue Authorities must have in place systematic arrangements to ensure incident and safety event outcomes inform the ongoing development of safe systems of work and training and development of staff.

This should include the sharing of risk critical information on a regional/national basis when appropriate.

Revised systems are in place to learn from incidents and safety events. Outcomes feed back into organisational policies and procedures and future training needs are informed by the outcomes.

Arrangements for sharing risk critical information will improve with the introduction of RCCs.

10

Quality assurance

10.1

Fire and Rescue Authorities should appropriately quality assure their training and development programmes, and their use of the NFST process and ADCSs.

Systems in place to assess quality at 4 levels.

11

Governance and Improvement

11.1

The Regional Management Board (RMB) must have clear aims and objectives and where needed costed plans to deliver on their core business, which includes:

i. Integrating common and special services

ii. Introducing regional personnel and human resource functions

iii. Developing a regional approach top training

iv. Introducing regional procurement within the context of the National Improvement Strategy for the Fire and Rescue service.

The SE RMB has a strategy and business plan covering all these areas.

These are then reflected in HFRA's medium term plan.

HFRS has developed a corporate objective to improve partnership working with other Fire and Rescue Services in the region. This will involve us being an active partner in the RMB but we will not confine ourselves to the region, we will seek out opportunities to improve our performance with other regions as well as at a national and international level.

11.1.2

Fire and Rescue Authorities working through RMBs must review the opportunities to deliver greater efficiencies through closer joint working or sharing of functions at regional or sub-regional level and take action to implement those efficiencies.

HFRA works actively within the RMB to deliver efficiencies. In recognition of the work being done in the region the SE RMB has been given over £1m for SEFIP - the SE Fire Improvement Partnership. Collaboration in procurement, HR, Training & Development

IR ongoing V17 Ref 4.9

IR completed V16.3 Ref 4.9

12

Local Area Agreements

12.1

Fire and Rescue Authorities should work with local partners to identify targets, including fire targets where appropriate, that are priorities within the local area and offer appropriate contributions (time and resource) to meet those targets.

To do this effectively they will need to evaluate the effectiveness of partnership arrangements and programmes, sharing data and evidence of outcomes delivered.

We are fully embedded in the three Local Area Agreements set for Hampshire. We have negotiated and agreed targets with GOSE and established NI 33 Arson Reduction as lead indicators in the Portsmouth and Hampshire LAA's, and also as a priority target in the Southampton Safer City Partnership. We have established data sharing protocols with other key agencies with these area agreements and outcome evaluation is now an integral part of our service delivery process.

13

Community engagement and involvement

13.1

Fire and Rescue Authorities must have regard to any guidance issued by Communities and Local Government in how to exercise this new duty.

We have engaged in the formulation of Local Priorities through the various LSPs and have service delivery objectives based upon local priorities in LAAs. Targets for these priorities have been negotiated with GOSE in line with CLG guidance.

13.1.2

Fire and Rescue Authorities must demonstrate that they have made changes to service provision, where appropriate, to reflect the needs and views of local communities and to demonstrate that they have considered the needs and views of all communities in making these changes.

We have an extensive consultation programme which has been used in the formulation of our IRMP. This programme consists of public meetings, focus groups and covers a range of interested stakeholders.

14

Fire and Rescue Authority Finance/Efficiency

14.1

Fire and Rescue Authorities should continue to report efficiencies on an individual basis; but Communities and Local Government will also provide a facility and guidance for authorities to report collectively on efficiency savings delivered through RMBs.

Efficiencies will be reported to the Fire Authority as part of the quarterly budget monitoring process.

15

Pay

15.1

Fire and Rescue Authorities should have regard to the governments public sector pay policy and equal pay legislation.

HFRS has conducted an equal pay review. The implementation of the review is now dependent on continuing consultation with the representative bodies.

16

Asset management

16.1

Fire and Rescue Authorities should have an asset strategy in place which reflects asset management guidance issued by the Royal Institute of Chartered Surveyors and Communities and Local Government.

HFRA has an asset management strategy compiled in partnership with HCC Property and Business Regulatory Services Department.

IR completed V16.3 Ref 4.1

16.2

Fire and Rescue Authorities must submit a business case to Communities and Local Government to gain approval to extend existing contracts outside the National arrangements arranged through FireBuy Ltd.

HFRA has not extended any contracts and is procuring through FireBuy.