Archived decisions


Audit Ref No	Recommendation	Priority	Post responsible	Service Management Team	Response	Action Date	Follow up Date	Date Closed
WORKSHOPS 2007/08 - now called Fleet Maintenance Centre
3.33	We recommend that the Fleet Management system should be substituted for a more robust and suitable system at the earliest opportunity.	High	Fleet Maintenance Centre Manager - there is now a Fleet Management IT system Project Team responsible for this action	Director of Strategic Projects and Specialist Response	New Fleet Management system currently being sourced.	September 2008 extended to 01/04/2009 extended to quarter 3 2009/10 further extended to Q2 2010/11	12/08/2008 09/02/2008 27/09/2009
Performance Review Team comment: The requirement for a new Fleet Management system has been included in a recent external review of the Fleet Maintenance Centre. A report on the outcomes of this review, including its conclusions in respect to the proposed IT system was reported to the Performance Review and Scrutiny Committee on 14^th September 2009. Since that time, a project team has reformed to continue the implementation. It is planned that the preferred option will be agreed at the next meeting of this team on 17^th November 2009. Although a timetable cannot be agreed until that point, realistically it is understood that this system will not be implemented before the end of quarter two of next financial year. Further updates will be provided to this Committee to ensure that Members are kept informed of progress.
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 property register to the overall summaries contained in the property strategy.	High	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, we will consider whether the condition survey data could be sent to us as a set of linked spreadsheets.	31/03/2009 extended to quarter 3 2009/10	31/12/2008 20/02/2009 20/04/2009 28/08/2009 12/10/2009 28/10/2009
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.	Low	Property Services Manager in conjunction with Information Services Manager	Director of Corporate Services	We have already looked at a property management application 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.	31/03/2009 extended to quarter 3 2009/10	31/12/2008 20/02/2009 20/04/2009 28/08/2009 12/10/2009 28/10/2009
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.	High	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 extended to quarter 3 2009/10	31/12/2008 20/02/2009 20/04/2009 28/08/2009 12/10/2009 28/10/2009
PAYROLL 2007/08
3.2	We recommend that all job descriptions should be reviewed annually to ensure documented responsibilities are current.	Low	Human Resources Manager - Workforce Support	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 further extended to 31/03/2010	06/06/2008 07/08/2008 03/02/2009 29/06/2009 28/08/2009
Performance Review Team comment: The Human Resources Manager has confirmed that the project is on target to be completed on time.
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 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.	Medium	CFRMIS Development Officer	Assistant Chief Officer - Service Delivery (Community Safety)	The software supplier is currently developing an auditable security system which will enable more effective control and monitoring of authorised/unauthorised access.	April 2009 Extended to April 2010	20/02/2009 28/10/2009
Performance Review Team comment: In the interim period, until an update to the system is available from the supplier, confirmation has been received that there is a robust procedure in place for the control of access to the system. The Service has lobbied for this improvement from the suppler of the system, which is used by a large number of Fire and Rescue Services. It should be noted that logging is expected to be provided in the next release of the software, Although we have tried to get an earlier date for this improvement, the need has been balanced with other priorities for the system. The current expected release date is October 2010.
PROCUREMENT 2008/09
3.4	All job descriptions that are not current should be reviewed and updated as soon as possible.	Low	Procurement Manager and Human Resources department	Head of Financial and Office Services	Agreed	June 2009 Extended to 31/12/2009	29/06/2009 27/08/2009
Performance Review Team comment: Job descriptions have been reviewed for the administrator posts. The outcomes of the review of the Fleet Maintenance Centre may have an impact on the roles of the Stores staff, and so the Procurement Manager has requested to extend the target date.
3.8	We recommend that future revisions of the contract tested in the audit, or similar agreements, should specify the monitoring of performance to ensure that all elements of the operation are monitored, as appropriate, and the resultant outcomes examined and actioned.	Medium	Procurement Manager and the Service Delivery Directorate who will be involved in future contract arrangements	Head of Financial and Office Services	Agreed, this current contract is mature, and has been running since 2003. The contract expires in September 2010 and will be up for renewal or re-tender, and any future contracts will be subject to a more robust contractual document than the one currently inherited and operating. This will also document agreed Key Performance Indictors for the period of the contract.	January 2010 planning for contract for start up in September 2010
3.9	We recommend that, in respect to the contract tested, the liaison meetings between the contractor and the Service are formalised, either through the taking of minutes or formal notes at all meetings, to ensure all actions are carried out.	1	Procurement Manager and the Service Delivery directorate who will be involved in future contract arrangements	Head of Financial and Office Services	Not agreed at this time, This contract is mature, and has been running since 2003, and expires in September 2010 and will be up for renewal or re-tender. Any future contracts will be subject to a more robust contractual document than the one currently inherited and operating. The current quarterly meetings are reviews based on forward looking requirements of the Service and due to the maturity of this relationship very few actionable actions take place. Any future contracts will require a far more proactive management and this will be both actionable and documented.	January 2010 planning for contract for start up in September 2010
3.10	We recommend that the annual orders spreadsheet should be reviewed to ensure that official orders are placed annually, as appropriate. In addition, educational courses and franking machine replenishments should be supported by annual orders.	2	Procurement Manager and the new role of the Contracts Compliance Officer when in post	Head of Financial and Office Services	Agreed, the current annual order register was initiated to help assist with forward planning but has become unmanageable within the current climate and resource level. There are now provisions to employ a Contracts Compliance Officer and one of their many roles will involve the management and updating of this document for all annual orders and contracts starting from April 2009.	April 2009 extended to April 2010	20/04/2009 27/08/2009
Performance Review Team comment: The Contracts Compliance officer is now in post. The annual orders spreadsheet will now be reviewed over the coming months, with the expected deadline for completion of April 2010.
3.11	We recommend that the monitoring of performance should be specified in the contract tested during the audit, to ensure that all elements of the operation are monitored as appropriate, and resultant outcomes examined and actioned.	2	Procurement Manager and the Service Delivery directorate who will be involved in future contract arrangements.	Head of Financial and Office Services	Any future contracts will require a far more proactive management review and this will be both actionable and documented in these contract review meetings as well as the review of any Key Performance Indicators (KPI's) required to manage the contract. A range of current KPI's have been developed to assist with this contract as it has developed, these include spend, garment status, condemned garments, number of garments processed by garment type etc.	January 2010 planning for contract for start up in September 2010
FUEL ISSUES 2008/09
3.9	We recommend that consideration is given to completing analysis of fuel usage on a quarterly basis with examination of unusual trends in usage being followed up where necessary.	Medium	Fleet Manager	Director of Strategic Projects and Specialist Response	Agreed - Fuel management system will provide a long-term solution, until such time a more rigid system of manual monitoring, including random sampling, will be introduced.	new software system will satisfy requirements Provisional target date quarter 3 2009/10	02/02/2009
Performance Review Team comment - The system acquisition has been delayed due to the processes required for procurement. In the interim however, controls have been improved to address the recommendation, with the enhancement of extra manual monitoring since the audit.
HUMAN RESOURCES 2008/09
3.3	We recommend that the Service Order reference SO/1/1/1, relating to the recruitment of firefighters should be updated, and care taken to ensure that relevant Human Resources service orders remain current at all times.	Low	Human Resources Manager (Workforce Planning)	Director of Human Resources	The whole Recruitment Service Order is currently being reviewed, which will encompass the elements covered for firefighter selection in SO/1/1/1. This particular service order has been superceded by the national guidance documents including procedures for the national firefighter selection tests.	June 2009 for completion extended to 31/03/2010	29/06/2009 21/08/2009
Performance Review Team comment: The Human Resources Manager has confirmed that this service order is still under review and will take into account the national selection tests. It is anticipated that the work will be completed by the end of this financial year.
3.19	Sufficient and prompt evidence should be held in the Workforce Planning section of staff terminating their employment in order that newly vacant posts may be known and the recruitment process not delayed.	Medium	Human Resources Manager (Workforce Planning and Support)	Director of Human Resources	Workforce Support action all leavers and notify workforce planning of leavers. It is the responsibility of the line manager to instigate arrangements for a replacement and the new procedures will assist in this process.	review in June 2009 adjusted to complete in 30/04/2010	29/06/2009
Performance Review Team comment: The Human Resources Manager has confirmed that this action relates to the review of the service order mentioned in recommendation reference number 3.3 which is currently under review. Until this is complete she wants to keep this action open. A pilot trial is running in November using new arrangements, and it is on track for full implementation by the current date. Following the pilot formal communication to line managers will take place.
3.24	We recommend that the retention and disposal of documents scheduling policy should include reference to the retention of electronic records and be issued as a Service Order following finalisation of the current draft version.	Medium	Human Resources Manager (Workforce planning)	Director of Human Resources	Agreed	Ongoing	03/02/2009 10/09/2009
Performance Review Team comment: Work to update the retention of documents schedule is being overseen by the Information Management Group
IT STRATEGY AND MANAGEMENT 2008/09
3.13	We recommend that departmental plans include a clear section where there is an ICT requirement to achieve the improvements outlined in the Plan.	Medium	Director of Corporate Services	Director of Corporate Services	We improved the format of our `briefing sheet' for describing proposed corporate objectives in September 2008. This includes a section on `resource implications' and the owner of the proposed objective is expected to identify human, physical, ICT and financial implications associated with the proposed objective. We will re-emphasis at Service Management Team level the importance of considering the Information and Communications Technology	March 2009 extended to 30/11/2009	03/02/2009 26/08/2009 28/10/2009
Performance Review comment: The ICT Manager now reports to SMT quarterly and is able to remind managers of this requirement before next years plans are completed. We will close the action once those plans start to be compiled.
BUSINESS EDUCATION 2008/09
3.7	We recommend that management review the charge levied to business annually to ensure that the fee is in accordance with market prices.	Medium	Business Education Manager	Assistant Chief Officer - Community Safety	We will investigate the charges made by other organisations. Fee will be adjusted upon consultation with function management.	01/042009 extended to be completed by 1/04/2010 to fit in the financial year	20/04/2009 30/06/2009
DATA QUALITY 2008/09
3.6	A process for the formal monitoring of internal controls for data input systems should be established and documented to include responsibilities.	High	Community Risk Intelligence Manager	Director of Service Delivery	In the case of Fire Damage Reports (FDR's) which were the subject of this test, we have moved to an electronic system of reporting called the Incident Recording System. A formal quality assurance process has been implemented for this process. Principles for good practice for the monitoring and responsibility of internal controls for data input systems will be included in the Data Quality Policy and Strategy.	31/12/2009
3.9	Procedures should be introduced to clearly document the approval required by senior management prior to the release of data reporting externally.	Medium	Community Risk Intelligence Manager	Director of Service Delivery	The Data Quality Policy and Strategy will state the approval process required prior to the release of data this is to be reported externally.	31/12/2009
3.12	The Data Quality Statement should be made available to all staff once approved and should be reviewed on an annual basis to ensure that it remains up to date and includes reference to national standards.	High	Community Risk Intelligence Manager	Director of Service Delivery	The Data Quality Strategy, once approved will be made available to staff, and reviewed on an annually basis.	31/12/2009
3.13	Formal processes should be put into place for the monitoring and reporting of compliance with data quality policies and procedures to ensure the Authority is working towards current legislation.	High	Community Risk Intelligence Manager	Director of Service Delivery	A Data Quality Policy and Strategy will be put in place to set standards required and monitor against them.	31/12/2009
3.14	Procedures should be introduced to document the formal review of information systems processes, which should in turn be reported to Senior Management.	Medium	ICT Manager	Director of Corporate Services	The Service has gained accreditation under ISO 27001 in terms of information security. We have systems in place that support this in terms of IT security. There is also an Information Security Forum in place that meets regularly to oversee the monitoring of information security issues. Consideration is being given to achieving ISO 27001 for the whole organisation.	31/03/2010
WINCHESTER FIRE STATION 2009/10
3.18	The current imprest level of £150 should be reduced to £100, in view of the reduced average monthly expenditure	Medium	Senior Station Support	Assistant Chief Officer - Service Delivery Response	Agreed a request will be made	January 2010
3.43	The station payphone should be removed in view of it not being used and the rental costs being incurred by the Authority.	Medium	Station Manager	Assistant Chief Officer - Service Delivery Response	Agreed - will contact Service Headquarters	January 2010
RISK MANAGEMENT 2008/09
3.6	We recommend that a follow-up review is completed to confirm that the risk is still being managed and can remain on the "green register".	1	Deputy Performance Review Manager	Director of Corporate Services	There is currently a system in place to refer the `green risk register' to Service Management Team annually for confirmation that the scoring is still appropriate. The current process to ensure that risks on the `green register' are still being managed appropriately will be further strengthened by undertaking a follow up review on an annual basis. The review will be evidenced.	31/12/2009
STORES 2008/09
3.8	We recommend that the principle of stock valuation based on the latest procured price should be incorporated into Financial Regulations, to ensure that this policy continues in practice.	2	Procurement Manager Head of Financial and Office Services	Head of Financial and Office Services	Agreed, the stock value is based on latest purchase prices and there is an internal Supplies procedure for correcting and inputting the latest purchase prices on ISM and this is driven though training and this guidance. This principle is not documented within the finance regulations which are due to be reviewed on 31-03-2010.	July-2009. March-2010	26/08/2009	29/08/ 2009
3.9	We recommend that an independent stock take should be arranged to protect the role of the Stores Supervisor in his provision of a continuous verification of stock.	2	Procurement Manager to co-ordinate.	Head of Financial and Office Services	Not deemed to be necessary as the costs of using such a contracted / consultancy firm might outweigh the risks, but the Service has reviewed and agreed to the utilisation of the services of operational support officers to help and assist with the stock checks. This happened in March 2007 and will be pursued for following years but is dependent on operational workloads and availability of individuals. Further to this, conversations have taken place and an option has been reviewed to use corporate services staff and possibly the personnel reserve to perform such checks.	March 2010.
UNOFFICIAL FUNDS 2009/10
3.3	We recommend that the Service Order is amended to include a date by which audited accounts should be sent to headquarters for review. This should ensure the timely receipt of the audited accounts.	Low	Financial Services Officer	Head of Financial and Office Services	Agreed.	31/10/2009 extended to 31/12/2009	14/10/2009
3.5	The Service Order should be amended to reflect that it applies to all types of funds so that staff become aware of the procedures to administer their fund.	Low	Financial Services Officer	Head of Financial and Office Services	Agreed.	31/10/2009 extended to 31/12/2009	14/10/2009
3.7	We recommend that a list is collated by the central officer and includes the names of the social funds treasurer and the member of staff who administers the fund. This should be updated annually by collecting the information together with the audit certificate.	Medium	Accountancy Assistant	Head of Financial and Office Services	Agreed	31/10/2009 extended to 31/12/2009	14/10/2009
3.9	The members should agree a constitution for all social clubs and unofficial funds.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.12	There should be a segregation of duties between the collection and banking of income and the record keeping of transactions.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder requesting that all Social clubs have this in place will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.14	All social club accounts and unofficial account should be audited in a timely manner.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.16	The accounts for the social funds should be set up as dual signatory accounts.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.18	Three members of staff should be set up as signatories and this should be reviewed periodically to ensure that this is still current.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.20	Records should be kept for all transactions. This should include income, expenditure and running total as minimum requirement.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.22	All firefighters who are involved in the administration of social funds should read the service order to be aware of procedures.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.24	An independent person should audit all social and unofficial funds annually.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.26	All social clubs should hold an annual meeting for their members to approve the accounts.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.28	Regular reconciliations should be carried out as part of the record keeping.	Medium	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder for social clubs to do this will be sent out.	31/10/2009 extended to 31/12/2009	14/10/2009
3.30	Cheques should not be pre-signed.	High	Financial Services Officer/ Accountancy Assistant	Head of Financial and Office Services	A reminder will be sent out.	31/10/2009	14/10/2009
ANDOVER FIRE STATION 2009/10
3.33	The inventory record should be amended to reflect that former social club assets are now owned by the Authority, or removed from the inventory, as appropriate.	Medium	Station Administrator	Assistant Chief Officer Service Delivery Response	Station Administrator to update the inventory as advised.	30/11/2009
3.34	The 'track changes' facility on the computerised inventory should be used at all times, to ensure that any changes in the inventory are recorded and an audit trail is in place.	Medium	Station Administrator	Assistant Chief Officer Service Delivery Response	Station Administrator advised. Training may be required.	30/11/2009
3.35	Each inventory asset should be identified using separate lines on the inventory record and also include the order number, date received and purchase price, in line with financial regulations.	Medium	Station Administrator	Assistant Chief Officer Service Delivery Response	Station administrator advised.	30/11/2009
3.36	Care should be taken to ensure that assets recorded on the inventory are accurately recorded.	Medium	Station Administrator	Assistant Chief Officer Service Delivery Response	Station administrator advised	30/11/2009
3.37	All disposals and transfers should be supported by sufficient detail on the inventory. In addition, the assets identified from the old inventory and the items subsequently found at the audit should now be accounted for on the current inventory.	Medium	Station Administrator	Assistant Chief Officer Service Delivery Response	Station administrator advised	30/11/2009
3.38	Someone other than the person responsible for maintaining the inventory should undertake annual inventory stock checks. This may be performed on a cyclical basis throughout the year, if preferred, providing all independent checks are date recorded and initialled on the inventory to complete the audit trail.	Medium	Firefighter identified	Assistant Chief Officer Service Delivery Response	Agreed	30/11/2009
OVERTIME SYSTEM 2008/09
3.17	TOIL (time off in lieu) balances should not exceed thirty hours in line with HFRS policy.	Medium	All	Service Management Team	All areas are well under way working towards this as a priority.	Ongoing
3.21	Consideration should be given to initiating a method to ensure that statutory rest is taken and monitored in accordance with working time regulations.	Medium	Workforce Support Manager - Human Resources/ Health and Safety Advisor	Director of Human Resources	This is being considered as part of the time management development in SAP and ongoing working time regulation compliance work.	Ongoing
EMERGENCY CATERING 2009/10
3.3	A full costing exercise should be completed. This should take into account all related costs in order to establish a realistic yet competitive price per meal provided to each of the external agencies who use Hampshire Fire and Rescue Services for emergency catering.	High	Group Manager Strategic Projects and Specialist Response	Director of Strategic Projects and Specialist Response	We agree that the completion of a full costing exercise utilising a zero based budget system would be a reasonable course of action. Full scope of costing exercise to formalised and agreed prior to completion. Exercise to be completed prior to next financial year.	31/03/2010
3.5	We recommend that management consider whether the emergency catering facility can be maximised further in order to contribute towards the fixed cost of providing this service.	Low	Group Manager Strategic Projects and Specialist Response	Director of Strategic Projects and Specialist Response	HFRS to carry out initial review of capacity and current team use. Outcome of review to identify future opportunities.	31/03/2010
3.7	We recommend that, subsequent to the pricing review new contracts are produced and signed by both parties in order to identify clearly responsibilities for each.	Medium	Group Manager Strategic Projects and Specialist Response	Director of Strategic Projects and Specialist Response	Contracts and pricing will be reviewed and amended with a view to implementation for financial year 2010	31/03/2010
3.10	We recommend that procedure notes are drawn up to clarify the how to deal with stock control.	Medium	Station Manager Strategic Projects and Specialist Response	Director of Strategic Projects and Specialist Response	Agreed.	31/12/2009

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