EB Minutes 10 March - the Parliamentary and Health Service ...

FOR PUBLICATIONMinutes of the Executive Board (EB) – Wednesday, 10 March 201010am – 1.30pmMillbank TowerMembers present:Ann Abraham, the Ombudsman (Chair)Claire Forbes, Director of CommunicationsKathryn Hudson, Deputy OmbudsmanBill Richardson, Deputy Chief ExecutiveOther attendees and observers:See Annex AApologies for absence:Gwen Harrison, Director – Parliamentary InvestigationsGraham Payne, Director of Finance Planning and Performance1. Draft EB Discussion Note From 24 February 20101.1 The note was approved subject to amendments.2. Draft Minutes And Action Points From 10 February 20101.1 EB agreed the minutes of the previous meeting subject to a minor amendmentand noted progress against the action points.3. Draft EB Minutes For Publication – 27 January 20103.1 EB agreed the minutes for publication.4. 2009-10 Month 11 Casework Performance Report: February 20104.1 EB reviewed the report which summarised casework performance during February[]2010 against the service standards, targets and assumptions published in theCorporate Business Plan.4.9 EB noted the casework performance information and agreed messages for theMarch Cascade Briefing.5. Impact Study5.1 Marko Jovanovic reminded EB that the objective of the Impact Study was to assessthe impact of PHSO’s reports and recommendations and thereby performanceagainst the second Strategic Objective, ‘improvements in public service aresecured as a result of our reports and recommendations’.EB Minutes, 10.03.2010 1 of 5

[]5.5 EB welcomed the study and agreed the recommendations. It was agreed that theOperations Directors Meeting (ODM) would look at the study in detail.6. Consultation Log6.1 EB considered the consultation log and associated briefs and noted the progress[]made since the last meeting:7. Research Strategy 2010-137.1 Marko Jovanovic introduced the paper which set out the proposed ResearchStrategy for 2010-13 and a Research Plan for 2010-11. The Strategy and Plan hadbeen the subject of discussion by EB on 24 February 2010.7.2 EB discussed the Strategy and agreed that any awareness research carried out inconjunction with other Ombudsmen’s Offices would be done under the umbrella ofthe Public Sector Ombudsmen Group (section 6.8 of the paper refers). EB clarifiedthat after a piece of research had been carried out the relevant EB member wasresponsible for taking forward any agreed actions and for feeding the outcome backto the Research Team (section 9.3 refers).7.3 EB reviewed and agreed the Research Strategy and Plan.8. INVESTORS IN PEOPLE (IIP): LIGHT TOUCH REVIEW8.1 PHSO achieved accreditation against the IiP Standard in March 2005 with8.2 []recognition retained for three years. The next assessment was due to take place inMarch 2011 and EB had previously agreed to carry out a Light Touch Review inNovember 2009 to check how PHSO was performing against the Standard. Duringthe Light Touch Review the IiP Assessor had talked to 6% of PHSO staff.8.3 EB noted the findings of the review. []9. Performance And Development Review System 2009-109.1 Erica Burke introduced the paper which sought EB approval for the timetable forthe End of Year Performance and Development Review System (PDRS) for 2009-10.EB noted that the timetable in the paper should have included endorsement ofperformance awards by the Pay Committee and the publication of an InPHOmationPay Special.EB Minutes, 10.03.2010 2 of 5

9.2 EB requested that the PDRS guidance be strengthened in relation to the use of thecompetency frameworks and agreed that quality assurance of a 20% sample of theworkforce was sufficient as long as the sample included all the differentcompetency frameworks.9.3 EB agreed the timetable and agreed that the names of those receiving performanceawards would be published. EB reviewed the draft communication to staff, atAnnex A, and agreed that it should be rewritten to ensure the reader could fullycomprehend the process. The communication would be signed off by BillRichardson, Claire Forbes and Kathryn Hudson and would be sent out to staff afterit had been trailed at the Senior Management Team meeting on 17 March 2010.10. Review Of The Publication Scheme10.1 Jenny Elkeles introduced the report which outlined the outcome of the review ofthe Publication Scheme undertaken in February 2010 and the continuing actionbeing taken in regard to it.10.2 EB reviewed the report and agreed that the headings used in PHSO’s PublicationScheme needed to be reviewed to ensure they were appropriate. Ann Abraham andJenny Elkeles would meet to discuss the review before bringing it back to EB in Mayfor endorsement.10.3 EB noted that the employment policies which were likely to be of public interestwould be included within the Publication Scheme.11. A Plan For Engagement With The New Parliament11.1 Claire Forbes informed EB that a general election on 6 May 2010 was looking likelyand was expected to result in at least 200 new Members of Parliament (MPs). Aneffective relationship with Parliament and a good understanding of PHSO’s role andprocesses by MPs and their staff was essential in order to achieve PHSO’s StrategicObjectives.11.2 Philipp Mende explained that the initial focus would be on producing aninformation pack for MPs and their constituency offices.11.3 EB welcomed the Engagement Plan and felt that it was exciting and ambitious. AllDivisions were signed up to the Plan and it was reflected in Divisional BusinessPlans. EB approved the timetable of activities and communication channels.12. Equality And Diversity Oral Update12.1 []EB Minutes, 10.03.2010 3 of 5

12.2 The first tranche of the Diversity Management Training had been completed and EB12.3 []would receive their training on 20 April 2010.12.4 Following the EB review of the disability benchmark on 24 February 2010, Jon Wardhad sought Nick O’Brien’s (Legal Adviser and formerly of the Disability RightsCommission) views and would bring back a proposal to EB in April for agreement.12.5 EB agreed that the 2009-10 Quarter 4 Equality and Diversity Update (due to be12.6 []submitted to EB on 27 April 2010) should include the access to service vision thatwas discussed by the Advisory Board on 16 February 2010.13. Divisional Business Plan And Risk Exception Reporting13.1 Kathryn Hudson had nothing further to add to the detailed discussion of caseworkperformance earlier in the meeting. Claire Forbes had nothing to bring to EB’sattention.13.2 Bill Richardson informed EB that there had been some slippage in the timetable forHuman Resources policy reviews but he was hopeful that the time could berecovered.14. 2009-10 Summary Financial Position: Period 11 (April To February)14.1 []15. All Staff Event15.1 Claire Forbes introduced the report which outlined the objectives, theme andcontent for the 2010 All Staff Event and the outcomes sought.15.2 EB discussed the proposals and approved the objectives, theme and content [].15.3 []16. Corporate Business Plan 2010-1116.1 Clint Taylor introduced the tabled paper which included the latest draft of the2010-11 Corporate Business Plan and outlined the steps required to finalise thePlan.16.2 On 24 March 2010, EB would have a final opportunity to review the Plan before itwas submitted to EB on 14 April 2010 [subsequently moved to 27 April 2010] for signoff, along with the Strategic Plan 2010-13 and Divisional Business Plans for 2010-11.EB Minutes, 10.03.2010 4 of 5

16.3 EB noted that the three outstanding sections of the Plan had been commissionedwith the relevant owners. []17. Forward Programme17.1 EB noted the forward programme.18. Any Other Business18.1 There was no other business.19. Date Of The Next Meeting19.1 The next EB Discussion Meeting would take place on Wednesday, 24 March 2010.The next EB Decision Meeting would take place on Wednesday, 14 April 2010.Annex AOther attendees and observers:Carole Auchterlonie, Director – Outcomes and Learning (items 1-4)Suzannah Beazley, Head of Review Team (items 1-4)Jenny Betteridge, Ombudsman’s Casework Manager (items 1-4)Lucy Bouquet, Communications Officer – Media (item 15)Erica Burke, Head of Human Resources Operations (items 8-9)Rob Davies, Communications Business Manager (item 15)Jenny Elkeles, Head of Freedom of Information/Data Protection (item 9)Donal Galligan, Private Office Manager – Policy (item 6)Lorna Hearson, Head of Learning and Development (items 8-9)Joy Higgins, Executive Assistant to the Ombudsman (minutes)James Johnstone, Director of Customer Services and Assessment (items 1-4)Marko Jovanovic, Head of Corporate Performance (items 1-4)Jack Kellett, Director of Health Investigations – Developmental and ComplexGavin McBurnie, Director of Clinical Advice (items 1-4)Ali McMurray, Director – Health Investigations (items 1-4)Philipp Mende, Research and Information Analyst (item 6)William Moore, Assessor (item 15)Jonathan Mullaney, Investigation Manager – Parliamentary (items 1-4)Tess Sanford, Private Office ManagerClint Taylor, Head of Corporate Planning (item 16)Carol Trayling, PA to the Deputy Chief Executive (item 15)Jon Ward, Director of People and Organisational Development (items 6-14)EB Minutes, 10.03.2010 5 of 5