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AgendaforChange NHS Wales Working in Partnership Agenda for Change Project Board meeting Notes of Meeting held at 9.45am, 1st November 2005 Royal College of Nursing, Cardiff Present: Trade Union Representatives: Peter Finch – CSP, Dave Galligan – UNISON, Steve Sloan – AMICUS NHS Management Representatives: Geraint Evans – Swansea NHS Trust Welsh Assembly Government: Pay Modernisation Unit: Ian Stead – Director, Kathryn Charles – Business Manager, Pat Hemsley, Debra Lomasney and Chris Plant – Regional Leads, Regional Office: David Murphy for Bob Hudson Grant Evans for Christine Bamford Apologies Received: Christine Dawes, Derek Griffin, Janet Wilkinson, Lynne Joannou, Martin Turner, Mary Hodgeon, Mik Webb, Richard Jones, Stephen Redmond, Sue Kent, Tony Hurrell, Wayne Harris 1. Apologies and Minutes of the last meeting Minutes of the last meeting were agreed. 2. Update on Current UK situation England – IMS confirmed that England were reporting 90% being job matched with over 80% of staff being assimilated. There are performance management arrangements in place with the 10 worst organisations invited to meet the RSU with best practice facilities being used to investigate. Scotland – Job matched 50% with planned assimilation is starting in January. Northern Ireland – Job matched 50% with planned assimilation starting in November. USH – IMS confirmed that the formal date for implementation was agreed at 1 st October 2006. No agreement regarding Nursing and Midwifery comes under but options look promising with variations. It is proposed to live test process for three months in January – March 2006 to monitor behavioural patters. IMS to asked Wales for a nomination to take part in the pilot. IMS to contact AWHRDs.’ PNC – A meeting will be held in December with plenary sessions to agree a submission ahead of the NOHPRB report. Outcomes need to be the same from equal pay point of view. Service representative from HRD to sit at plenary. Discussions took place regarding the pay increase from April 2006 under 1 Whitley. IMS/PF to raise at next Exec and CP to raise Payroll Managers Meeting 3. Wales Update including Trust Status Reports South East Wales - DL highlighted sections of the report and confirmed that JM statistics in the region show all Trust should complete by March 2006 with Gwent and C&V increasing their matching panels to achieve this. Concerns have been raised regarding resources and the loss of some job matchers from panels. Overall the region were working very hard to achieve deadlines with Trusts giving A4C as much priority as possible. Mid & West Wales – PH added that this region were working well with Ceredigion completing job matching with local evaluations being targeted to finish in December. Additional team support being secured at Swansea with Carmarthen improving their matching processes and this would hopefully help them to complete the process on time. PH confirmed that Bro Morgannwg still had concerns regarding arrears and this would considerably delay the process. KSF was progressing well with 2 dedicated trainers. BSC matching delayed due to problems with trained matchers being released. PH to monitor progress and report to next meeting. North Wales – CP stated that progress was varied although significant improvements had been made on collecting job descriptions. NWW continues to make progress and is currently meeting the three month target for payment of arrears, concerns with C&D regarding the time of completion although matching panels had been increased. NEW had made significant progress in job matching and over 90% of job descriptions had been received. Issues regarding implementation of KSF had been noted and additional support had been requested by the Trust. WAS were yet to commence assimilation however there were issues with releasing staff for job matching which is to be addressed by the Executive Team. 4. Project Plan and Risk Register KC confirmed that the A4C project plan was on schedule and within budget. Issues regarding the risk register were addressed with comments regarding the impact levels and payroll support being debated. The meeting discussed the financial implications on Trusts with IMS confirming that Christine Daws had stated that there was no extra funding for A4C. KC to update risk register for next meeting, 5. Job Evaluation PH highlighted specific areas from her report and stated that 56% of Trusts in Wales had completed job matching. As at mid September, 14 of out 16 Trusts were assimilating staff with up to 20.72% of staff now in receipt of A4C pay. Local evaluation was very slow although many trusts are issuing JAQs only 13 jobs have been locally evaluated by 4 organisations with a no match rate of 8%. It is anticipated that 6,000 staff will need local evaluation. 2 PH advised that the JEMSG were meeting fortnightly to monitor results and ensure consistency throughout Wales with information to be fed back to the JESG for information. No major problems have been identified so far. The PMU continue to visit organisations to discuss activity. A policy regarding job matching anomalies has been developed. PH to distribute to A4CPB. A limited number of review requests had been reported although this is expected to increase. An official request for assistance has been received from WAS for job matchers. It was noted that data regarding equality monitoring needed to be captured in the future and it was agreed that Trusts need to hold this information. The meeting agreed that the A4CPFSG would take it forward. KC to place on next A4CPFSG agenda. 6. KSF DL highlighted sections of her report and noted that at 12th October, 1628 draft post outlines had been entered on the e-KSF tool with Carmarthen’s entries totalling 820 alone. There are now 100 post outlines in the national library for reference which will help assist Trusts. Training on HR Admin function of the e-KSF tool has taken place. The 34 administrators cover all Trusts, BSC and Powys LHB and will manage the e-KSF data of their organisation. DL confirmed that the e-KSF tool was not mandatory in Wales although the A4CKSFSG did encourage organisations to use the facility. Concerns regarding capacity and resources have been raised in most areas. Communication with Sue Jones of ESR had developed and meetings were in place to discuss the integration of the two systems. DL stated that there was a current lack of reviewer training in Wales and more information on this is currently being collected in the TSRs. Links with external organisations continue to develop with ECDL, HPW and Skills for Health. 7. Terms & Conditions CP confirmed that a document specifying which unsocial hours apply to which staff group had been agreed and issue. Two applications for RRP have now been considered with neither being successful. CP stated that the process was discussed at A4CPFSG and confirmed that the original agreement applies with no final sign off by WAG. IMS to take forward with AL. A draft paper on bank holiday working had been created and passed to UK level for resolution. IMS/PF to seek guidance at next Executive meeting. CP stated that there was now a clear process for updating the T&C Handbook through Gwenda Davies and Dennis Patrick at WAG. It was noted that 20.72% of staff in Wales were in receipt of A4C pay as at end of October. Discussions took place regarding the next pay Whitley pay uplift with clarity required. IMS/PF to take forward at next Executive meeting 3 8. Benefits Realisation & Monitoring and Evaluation CP advised that two thirds of BRME plans had been submitted to Ann Lloyd with some areas of concern being raised regarding content of the reports, with regard to their link between service modernisation and pay modernisation. Three BRME workshops would commence on 9th November to discuss way forward, make links with service modernisation and achieve a clearly defined workload/approach to Benefits Realisation. 9. Training & Communications DL asked the meeting to agree a recommendation that this sub group merge with the Benefits Realisation Sub group due to the development of the project. Lorna Tinsley, RCM and Andrew Crook, C&V were nominated from the sub group as representatives to join this sub group and will continue to monitor the PMU intra/internet websites, newsletter and develop training needs which will be inputted into the BRME agenda. An All Wales Leads Event was currently being planned for the end of January. 10. Finance Sub Group As MW or WH were not available, there was no formal report. IMS advised that a meeting with Cardiff & Vale and Gwent had been arranged to discuss finance issues arising from some local cost modelling work. 11. Payroll Managers CP advised that there were major concerns regarding calculating arrears payments and the PDQ system used in Payroll Departments which allows managers to track the employment history of individuals. This system appears to be outdated which will make calculating arrears payments an issue as it will have to be done on paper resulting in huge delays. The meeting debated the links with McKessons and iSOFT. CP to report back to A4CPFSG and next A4CPB meeting with update. CP reported that double assimilation guidance had been agreed in Wales. 12. Internal Audit CP stated that Internal Audit had been asked to review the management process of the Agenda for Change project by Ann Lloyd. This had taken place over a period of three months with small recommendations being raised and overall positive feedback being received. 13. AOB An Equalities Monitoring sub group would be established with representation from the Equal Opportunities Unit (Viorrey Mansen and Tracey Goode) and nominations were currently being identified from all sub groups to take this forward. KC to action. 4 CP stated that the Welsh Language Board had asked the PMU to highlight the important of the Welsh Language in the A4C process. A document had been circulated, in agreement with the WLB, to highlight this. IMS continued to meet with NLIAH to form tighter links between the two areas of work. IMS to report back to next meeting with update. CP advised that ongoing discussions took place regarding the future support from PMU as some secondments were coming to an end. The PMU had recently had an ‘Away Day’ to discuss the future of the project and the possible mapping of the process into organisations. IMS will produce a central report for discussion with PFSG and Ann Lloyd. Concern was raised regarding support of the project and asked that this should also be discussed at AWHRDs. Union representatives also agreed that this should be discussed at the next full PF. HRDs/Union members to highlight this concern at the next Partnership Forum meeting. 14. Date and time of next meeting 1st February 2006 – 10.15am – 12.15am Venue: TBC 5
"Update on Current UKWales situation-"