Archived decisions


Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date	Follow up Date	Date Closed
WORKSHOPS 2007/08
3.33	We recommend that the Fleet Management system should be substituted for a more robust and suitable system at the earliest opportunity.	3	Fleet Maintenance Centre Manager	Director of Strategic Projects & Specialist Response	New Fleet Management system currently being sourced.	September 2008 extended to 1/04/2009	12/08/2008
Performance Review Team note: Internal Audit is undertaking a review of the implementation of the replacement Fleet Management system. A report on the progress will be made to the Performance Review and Scrutiny Committee in November 2008.

Audit Ref No

Recommendation

Priority

1=Low

2=Med

3=High

Post responsible

Service Management Team

Response

Action Date

Follow up Date

Date Closed

3.39

We recommend that management should complete a trend analysis in respect of both fuel usage and cost over selected periods each year.

Fleet Maintenance Centre Manager

Director of Strategic Projects & Specialist Response

Agreed

30/09/2008


Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date		Follow up Date	Date Closed
FOLLOW-UP PROPERTY MANAGEMENT & CAPITAL CONTRACTS 2007/08
3.6	Consideration should be given to developing a computerised system with appropriate linkages to the individual details in the register to the overall summaries contained in the property strategy.	3	Property Services Manager in conjunction with Information Services Manager	Director of Corporate Services	Agreed, we identified this as something we wanted to do once we were happy that the format of the register is working well. Given the flow of information, it might be better to consider whether the condition survey data could be sent to us as a set of linked spreadsheets by Property Business and Regulatory Services (PBRS).	31/03/2009
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date		Follow up Date	Date Closed
3.6	In the longer term, consideration should be given to introducing an asset management system (linked to the Hampshire County Council computer system) in order to support the Property Strategy and Register.	1	Property Services Manager in conjunction with Information Services Manager	Director of Corporate Services	We have already looked at a property management application (EPIS) used by Hampshire County Council, but concluded that its current state of development would add little real value. We will continue to monitor application development as part of SAP exploitation. We could report back our views by 31 March 2009.	31/03/2009
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date		Follow up Date	Date Closed
3.7	The details contained in the property strategy should be compatible with the terrier of Hampshire Fire & Rescue Service properties maintained by Property Business and Regulatory Services (PBRS) in their IT system.	3	Property Services Manager in conjunction with Information Services Manager	Director of Corporate Services	Agreed and the solution is linked to comments made in 3.6 and 3.7 above	31/03/2009
PAYROLL 2007/08
3.2	We recommend that all job descriptions should be reviewed annually to ensure documented responsibilities are current.	1	Human Resources Manager	Director of Human Resources	Project is already underway to bring all green book job descriptions up to date and present in a new, clearer, standard format.	June 2008 extended to 31/08/2008 extended to 31/03/2009		6/06/2008 7/08/2008
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date		Follow up Date	Date Closed
COMMUNITY FIRE RISK MANAGEMENT INFORMATION SYSTEM (CFRMIS) 2007/08
3.2	A decision should be made as to how important logging of accessing individual records is to the Service. If the controls above are complied with then only authorised users and IT staff should have access to the data. These should only be people with a business requirement to see the data.	2	CFRMIS Development Officer	Assistant Chief Officer - Community Safety Service Delivery	The software supplier is currently developing an auditable security system which will enable more effective control and monitoring of authorised/unauthorised access.	April 2009
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date	Follow up Date		Date Closed
CORPORATE GOVERNANCE 2007/08
3.15	We recommend that `use of resources' opportunities should be given higher priority in the planning process in respect of all activities.	2	Director of Corporate Services	Director of Corporate Services	The need to identify £1.055m of ongoing efficiency gains in each of the three years 2008/09 to 2010/11 makes this a high priority. The Authority is aware that any new growth items will need to be funded from offsetting efficiency savings. In preparing the next annual update of the Plan (IRMP), greater emphasis will be put on delivering our services in a more cost-effective way.	2008/09
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date	Follow up Date		Date Closed
3.16	We recommend that the current strategy for benchmarking should be further considered, in order that reviews of performance and costs may be fully effective.	2	Performance Review Team Manager and Director of Corporate Services	Director of Corporate Services	Opportunities will be taken through the Family Group 4 network and also at regional level (particularly in respect of the costs of support services).	Quarter 4 2008/09
HEALTH & SAFETY 2008/09
3.6	A list of Risk Assessments held for each station/location should be held by the Health and Safety Adviser to ensure that all areas have completed the most relevant Risk Assessments.	2	Health & Safety Advisor	Deputy Chief Officer (Service Delivery)	Hampshire Fire and Rescue Service agree with this recommendation and are in the process of compiling the required lists.	31/07/2008 Extended to 30/10/2008
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date		Follow up Date	Date Closed
SAP ACCESS 2008/09
3.8	We recommend that "FIRE" or "HFRS" roles not assigned to anyone currently are reviewed and removed if it is decided they are not needed. We found fourteen roles unassigned, and have provided a list with this report. Where roles are different the role description should indicate how they are different. Also in our opinion the role description should indicate what the role does not the job title of who it should be assigned to avoid confusion when job titles change and be more useful to authorised persons.	2	Financial Services Officer Information Systems Officer - HR	Head of Finance and Office Services Head of Finance and Office Services	Finance: we will review the roles given to us that have nobody assigned to them, and if they are no longer needed, we will have them deleted. HR: we will review the 14 unassigned roles when re-supplied, and if they are no longer needed, we will have them deleted. Review of role descriptions will be undertaken although role name is allocated by HCC so we may only be able to request more logical naming.	September 2008 September 2008		07/08/2008
Performance Review Team note: Finance have raised the issue with IT Services at Hampshire County Council and are currently awaiting a reply


Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date	Follow up Date	Date Closed
3.9	The access to add positions to the organisational management structure and appoint to positions should be separated. This should be monitored when adding new roles to users and developing new roles.	3	Information Systems Officer - Human Resources	Head of Human Resources	Human Resources: We shall amend current accesses to remove risk of individuals with both accesses and include checking stage in procedure when new roles are assigned.	31/08/2008 extended to 31/10/2008
Performance Review Team note: Work is currently underway to consider controls and potential costs involved.
RUSHMOOR FIRE STATION 2008/09
3.14	IT equipment should be excluded from the inventory list, as there is a central register of these items at Fire Headquarters.	1	Station Administrator	Assistant Chief Officer Service Delivery (Response)	Agreed	October 2008
3.15	All inventory items should be security marked, with the station name and postcode, at the earliest opportunity to ensure that the recovery of lost or stolen assets is facilitated.	1	Station Administrator	Assistant Chief Officer Service Delivery (Response)	Agreed	October 2008
Audit Ref No	Recommendation	Priority 1=Low 2=Med 3=High	Post responsible	Service Management Team	Response	Action Date	Follow up Date	Date Closed
3.25	All firefighters should sign their TOIL (time off in lieu) records to confirm leave and maintain a complete audit trail.	2	Crew Managers and Watch Managers	Assistant Chief Officer Service Delivery (Response)	Agreed	September 2008
3.27	The TOIL hours balances should not exceed fifty hours in line with Service Order requirements.	2	Watch Managers	Assistant Chief Officer Service Delivery (Response)	Memo will instruct watch managers to reduce any overtime beyond the stated hours.	31/10/2008

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