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					Feb         SKILLED WORKFORCE
2010

       7.1 HR Report
           Mr Sharp presented the above report noting the changed format
           (reflecting the forthcoming All Wales Workforce and OD Strategy) and
           additional HR Metrics including comparative staff costing information and
           details of AfC situation. Mr Sharp guided the Board through the report‟s
           main issues. Mr Sharp highlighted the Trust‟s attainment of the
           Corporate Health at Work Gold Award and agreed to circulate link to the
           NHS Employers Briefing on Leading the NHS workforce through to                   IRS
           recovery.

            Mr Sharp to investigate increased headcount and VCC turnover figures            IRS
            reflected in the Metrics (noting possibility of technical issue within ESR).

            Communication issue around effective use of KSF was acknowledged                IRS
            and Mr Sharp agreed to circulate message reinforcing its importance.

            Mr Thomas was asked to feedback if staff being prevented from                   BT
            participating in AfC panels.

            The report‟s recommendations were approved by the Board.

       7.2 HR and Training Reviews Update
           Mr Sharp presented for information a progress report on the HR and
           Training Reviews noting the slippage in the timescale; the explanation for
           the proposed structure and job descriptions, reflecting the WAO Report
           and subsequent action plans etc and the PID; and the proposed
           resource split to meet Trust wide and Divisional needs.

            Divisional Directors raised concerns around the timing of implementing
            the review‟s proposals and it was agreed that collective Divisional            AH/GP/
            comments be forwarded to Mr Sharp which, on receipt, would be                   HM
            discussed with Mr Lloyd. In light of external recommendations
            highlighting need for change Mr Sharp noted his concerns in delaying            IRS
            implementing the reviews proposals.

            This was received by the Board.

       7.3 Revised Dignity at Work Policy
           Mr Sharp presented for approval the updated Dignity at Work Policy
           incorporating the principles of best practice contained within the Welsh
           Partnership Forum Dignity at Work Policy for NHS Wales.

            This was approved by the Board.
March    SKILLED WORKFORCE
2010

    7.1 HR Report February 2010
        Mr Sharp presented the above regular report identifying the strategic and
        operational context and work being undertaken within the function. Mr
        Sharp requested the Board consider the overall thrust of the report, the
        proposals made and the information in the Metrics.

         Mr Sharp reported increasing headcount figures would be investigated         IRS
         noting possibility of technical issue within ESR. Mr Sharp noted
         January‟s sickness figures just received were cause for concern and          IRS
         would be forwarded to the Board.

         This Board agreed to the proposals identified.

    7.2 Trust Workforce Plan
        Mr Sharp presented the above paper detailing the Trust‟s workforce
        plans over the next six years as part of an integrated planning approach
        requiring the Trust‟s workforce plans be developed in conjunction with
        the Trust‟s service and financial plans. Executive Board approval was
        required prior to the plan being submitted to Trust Board for approval and
        sign off.

         From a review of the plan it was noted (i) wording on range of services in
         1.2 required correcting; (ii) missing WBS information needed including in
         6.2; (iii) Mr Sharp to pick up on issue regarding need for summary           IRS
         analysis of figures and (iv) feedback from NLIAH on how plan will make a
         difference would be useful.

         It was noted that not all outstanding issues identified could be resolved
         during the meeting but would be resolved prior to submission to Trust
         Board.

    7.3 Leading NHS workforce to recovery
        Mr Sharp presented the above briefing as a useful reference/tool to help
        meet service and financial challenges facing the Trust and NHS as a
        whole. Mr Sharp requested the Board consider the various approaches
        adopted within the case studies and their potential application locally.

         This was received by the Board.

    7.4 Retirement Gratuities and Long Service Awards
        Mr Sharp presented the above paper bringing to the Board‟s attention
        currently differential practices and requested the Board consider the
        standardised operation [or otherwise] of such schemes across the Trust,
        prior to a formal consultation process.

         The Board requested the position within other Trusts be investigated and     IRS
         the issue be returned to a future Board meeting for further discussions.

         This was received by the Board.
April        SKILLED WORKFORCE
2010

        7.1 Workforce and OD Report April 2010
            Mr Sharp presented for information the above regular report identifying
            the strategic and operational context and work being undertaken within
            the function.

             It was agreed that May‟s Executive Management Board would begin with      IRS
             a short presentation on workforce design.



             Mr Sharp confirmed response to concerns around accuracy of WBS            IRS
             sickness absence figures would be picked up with Dr Poole outside of
             the meeting.

             This was received by the Board.


May          SKILLED WORKFORCE
2010

        7.1 Workforce and OD Report May 2010
            Mr Sharp presented for information the above regular report identifying
            the strategic and operational context and work being undertaken within
            the HR function.

             Mr Sharp confirmed his intention to forward details of the minor
             amendment changed to the AOF target of 3% reduction of staff in AfC       IRS
             bands 5 and above.

             With respect to the Metrics it was noted:

                 -   Staff in post: the increase over the quarters presented some
                     cause for concern though not considered an accurate reflection
                     of reality
                 -   Turnover figures: difference between Trust and WAG figures
                     noted.

             Mr Sharp tabled sickness absence figures acknowledging the
             significant work required to turn around January – March‟s figures. Mr
             Sharp agreed to present figures in future reports in a rolling 15 month   IRS
             graph to assist identification of any underlying trends.

             Mr Sharp reported incidents of staff commencing in post prior to
             completion of all relevant employee checks. Mr Sharp to investigate       IRS
             where and how often such incidents occurring and report back.

             This was received by the Board.
       7.2 Taking the Leadership Agenda Forward
           Mr Sharp presented the above paper for the Board to debate the issues
           and agree the actions identified acknowledging the resources required.        IRS
           It was agreed further discussions would take place at the June‟s
           Executive Management Board.

            This was approved by the Board.

       7.3 Workforce Re-design Presentation
           Mr Francis, Miss Mather, Mrs Dobbie delivered a presentation to the
           Board on Workforce Re-Design.                                               Directors
                                                                                          IRS
            Mr Lloyd requested Directors reflect on the presentation (which would
            be circulated electronically following the meeting) and Mr Sharp to link
            in with Directors around how to take forward within the Trust possibly
            on the basis of a 3 day in-house programme for departmental
            managers.                                                                    AWL

            Mr Lloyd agreed to approach Mr Wilson with a request to deliver a Trust
            wide session (similar to that at the Team Wales Event) bringing in
            workforce design.

            This was received by the Board.

       7.4 Volcanic Ash / Annual Leave
           Mr Sharp reported approximately 15-10 staff affected thus far with
           advice from WAG that inclement weather policy be utilised with no           Directors
           penalty to staff as long as absence from work reported appropriately.
           Examples of unreasonable effort to be forwarded to Mr Sharp with
           decisions to be made on merit.

            This was received by the Board.


June        SKILLED WORKFORCE
2010

       7.1 Workforce and OD Report May 2010
           Mr Sharp presented for information the above regular report identifying
           the strategic and operational context of work being undertaken within
           the HR function, noting little change to the report since its submission
           to Trust Board June 2nd. Mr Sharp requested the Board consider the
           overall thrust of the report and information in the Metrics.

            For the key workforce indicators it was agreed that hosted
            organisations be identified separately and that the 15 month sickness         IRS
            absence rates be presented in graphical format. Though best viewed
            in the longer term, taking into account seasonal trends, it was noted
            that each division‟s first quarter sickness absence rate was above the
            newly agreed targets.

            This was received by the Board.
       7.2 Taking Forward the Leadership Agenda
           Mr Sharp presented the above paper and requested the Board debate
           and agree the actions and resources to take the Leadership/Talent
           Management Agenda forward within the Trust. The Board endorsed
           the actions within the report‟s Section 4, noting the further work
           required by Mr Sharp and HR colleagues in developing practical steps
           on how to take forward within the Trust. Mr Sharp to return item to
           future Executive Management Board as appropriate                         IRS

            This was approved by the Board.



July        SKILLED WORKFORCE
2010

       7.1 Workforce and OD Report June 2010
           Mr Sharp presented for information the above regular report
           identifying the strategic and operational context of work being
           undertaken within the HR function. Mr Sharp requested the Board
           consider the overall thrust of the report and information in the
           Metrics.

            Mr Sharp provided overview of key issues within the Metrics and
            tabled up to date sickness absence figures, noting for future
            meetings the relevant „dummy‟ graphs showing Workforce & OD
            Productivity Objectives would be appropriately populated.             IRS

            The revised Voluntary Early Release Scheme (appendixed to the
            Report) would be submitted to Trust Board for approval.

            This was received by the Board,

       7.2 NHS Pension Scheme Choice Exercise
           Mr Sharp presented for information and approval the process and
           timetable for the completion of the Trust‟s NHS Pensions Scheme
           Choice exercise.

            This was received and approved by the Board.

       7.3 All Wales Workforce Information Systems Strategy
           Mr Sharp presented for noting information on the All Wales
           Workforce Information Systems Strategy and associated actions
           required. The Board agreed to delay any agreement on additional
           resource needed to support the Strategy pending the redeployment
           of existing HR and other support staff.

            This was received by the Board.

       7.4 Designated Officer Status
           Mr Lloyd presented for information the above matrix provided to
           Welsh Health Estates (in January 2010) as part of an annual update
            on persons designated as „responsible‟ under Health Technical
            Memorandum

            This was received by the Board.


Sept        SKILLED WORKFORCE
2010

       7.1 Workforce and OD Report August 2010

            Mr Sharp presented for information the above regular report identifying
            the strategic and operational context of work being undertaken within the
            HR function. Mr Sharp requested the Board consider the overall thrust of
            the report and information in the Metrics.

            Mr Sharp reported staffing figures were reasonably synchronised with the
            financial figures and work was ongoing to further improve this. Velindre,
            is one of the few organisations in Wales with an increasing staff profile
            (albeit marginal)

            Mr Sharp noted Trust wide sickness absence rates were within the WAG
            targets but cautioned against complacency.

            This was received by the Board.

       7.2 NHS Wales Recruitment Principles
           Mr Sharp presented the above reporting requesting the Board review the
           continued use for Corporate Staff of (i) all Wales Recruitment Principles
           and (ii) Fixed Term Contracts. The Board were requested to consider
           the implications and risks of continuing to use this approach and make a
           decision on their use going forward.

            Mr Sharp agreed to forward report to Andrew Griffiths at NWIS for his       IRS
            view on taking forward.

            The Board approved on a case by case basis a final extension of 6
            months to fixed term contracts and agreed, following completion of
            actions identified, to return item to November Executive Management         IRS
            Board to enable sufficient time for communication to staff of final
            decision.

            This was approved by the Board.


       7.3 Education Commissioning
           Mr Sharp presented the above report to inform the Board of the
           education commissioning figures being submitted to NLIAH from Velindre
           Trust‟s 2010 workforce planning exercise. Mr Sharp requested the
           Board note and agree the report.

            This was noted and approved by the Board.
       7.4 Business Case Panels
           Mr Sharp presented the above paper detailing the process to introduce
           tighter controls and rigour on the establishment of new posts and posts
           being re-evaluated. The process would be used locally to scrutinise and
           control all new posts and posts applying for re-evaluation prior to job
           evaluation.

            The Board agreed the need for commonality of approach, the
            development an appropriate reporting mechanism and the inclusion of
            hosted organisations as well as the corporate division.

            The Board approved the recommendations outlined in the report.

       7.5 Draft Flexi Time Principles
           Mr Sharp presented for approval Draft Flexi Time Principles intended to
           clarify and consolidate existing and future flexitime arrangements. Mrs
           Hague noted the importance for agreement between staff and managers
           before introduction of formal flexi time arrangements.

            This was approved by the Board.


Oct         SKILLED WORKFORCE
2010

       7.1 Workforce and OD Report September 2010
           IRS presented for information the above regular report identifying
           the strategic and operational context of work being undertaken
           within the HR function. Mr Sharp requested the Board consider the
           overall thrust of the report and information in the Metrics.

            From the report IRS highlighted:

            -   the need for renewed emphasis on the use of e-KSF in clinical
                areas which GP and AH agreed to push through SMTs and                 GP/AH
                report back;
            -   the reduction in Trust and divisional August sickness figures;
            -   the increase in staffing figures which would require justification;
            -   the limited opportunities for savings resulting from very low staff
                turnover; and
            -   the issue of staff commencement in post prior to completion of
                pre-employment checks

            This was received by the Board.

       7.2 NHS Wales Shared Service Staff Briefings
           IRS confirmed all staff briefings completed and agreed to check             IRS
           and provide reassurance with respect to NWIS staff. The need to
           streamline briefings and provide a more comprehensive                       IRS
           communication programme was noted.

            This was received by the Board.
       7.3 Job Evaluation Policy

            This was deferred by the Board.

       7.4 Talent Management Plan

            This was deferred by the Board.


Nov         SKILLED WORKFORCE
2010

       7.1 Workforce and OD Report October 2010
           IRS presented for information the above regular report identifying the
           strategic and operational context of work being undertaken within the
           HR function. Mr Sharp requested the Board consider the overall thrust
           of the report and information in the Metrics.

            From the report IRS highlighted:

                -   staff in post figures which had flattened out but further
                    reduction required
                -   Work required on Christmas tree analysis

            IRS tabled up to date sickness figures which confirmed the Trust
            remained currently within target, with a downward trend experienced in
            the last 3 to 4 months. Seasonal issues aside IRS acknowledged
            congratulations due given the Trust was currently meeting the most
            demanding target in NHS Wales.

            This was received by the Board.

           Draft Workforce and OD Strategy
           IRS presented the above draft document for initial comment and
           debate prior to formal 6 week consultation. IRS confirmed document
       7.2 in consultative phase and would be circulated to SPF and wider HR
           community. IRS requested the Board cascade the document via
           divisional SMTs and beyond as deemed fit. It was noted Strategy
           would be returned to December‟s Executive Management Board
           meeting.
                                                                                     AH/GP
            This was received by the Board.

           Integrated Workforce Planning Process
           IRS presented the above report to inform the Board of the Trust‟s
           2010/11 integrated workforce planning exercise and ensure full
       7.3 engagement in the process. IRS to work with M Andrews to develop
           revised timetable and link in with SWaFF process.

            This was received by the Board.                                           IRS
       7.4 Job Evaluation Policy
           IRS presented the above policy document, representing a merger of
           previous job evaluation policies, prior to being issued for full
           consultation. IRS noted importance of departmental line manager
           ownership of process.

            This was received by the Board.

       7.5 Trust Study Leave Policy, Procedure and Guidelines
           IRS presented the above policy for the Board to note the recent
           amendment in relation to Declaration and Register of Interest.

            This was approved by the Board.

       7.6 Trust Alternative Employment Scheme
           IRS presented the above report for the Board to consider and agree
           the scheme. BT confirmed staff-side satisfaction and SD noted
           requirement to inform NWIS and check if comfortable with the
           Scheme‟s terms. It was agreed the Scheme be returned to
           December‟s Executive Management Board meeting to enable further                IRS
           time to examine in more detail.

            This was deferred to December‟s meeting.

       7.7 Talent Management Plan
           IRS presented the above report setting out a methodology for
           managing and developing “talent” within the workforce to meet Trust
           and all WAG needs.

            This was approved by the Board.


Dec         SKILLED WORKFORCE
2010

       7.1 Adverse Weather Policy
           Mr Sharp presented the above policy and requested the Board consider the
           various proposed changes to the Trusts Adverse Weather Policy.

            Following discussions around proposed changes it was agreed:

                -   staff attempting to attend work, but arriving late as a result of adverse
                    weather, be paid as if they had attended at their normal start time. It
                    was agreed a partnership panel monitor/review any emerging issues
                    on a daily basis during periods of adverse weather.

                -   Special Leave Policy to be applied to circumstances relating to
                    adverse weather. Domestic emergency leave (initially limited to 1 day)
                    to be available on application by employee and subject to
                    management agreement. The Board agreed to amend the wording
                    under paragraph 6 of the policy removing any restriction to staff with
                    children or caring responsibilities.
            IRS and BT to agree by end of the day wording of communication to be IRS/BT
            circulated confirming above agreement.

            It was noted the issue of staff accruing flexible leave in advance of possible    IRS
            adverse weather would be deferred.


            BT to check if above agreement addresses collective grievance.                   BT

            This was approved by the Board.


Jan         SKILLED WORKFORCE
2011

       7.1 Workforce and OD Report December 2010
           IRS presented the above regular report identifying, in addition to key
           workforce indicators, the strategic and operational context of work being
           undertaken within the function.

            IRS highlighted:

                -   Future reports would be structured to reflect Trust wide and
                    Divisional progress against the Strategy and its associated plan.
                -   The Trust was very likely to receive a new, as yet unknown, sickness
                    absence target. The view from Non-Executives that the Trust should
                    work towards a Trust wide target as opposed to differential divisional
                    targets was noted. SD confirmed the issue of sickness absence
                    targets going forward had been raised at the NHS Wales Chief
                    Executives Meeting and was being considered.
                -   A report on the extension of VERS would be submitted to Trust
                    Board and work on a national level may produce further guidance.

            From the key workforce indicators IRS noted:

                -   The static staff in post figures required close monitoring.
                -   Though there was no national or local targets relating to Starters and
                    Leavers, figures had been included for feedback as to their
                    usefulness (given their potential as an indication of control on
                    recruitment).
                -   Staffing figures for 65 and over had been introduced.
                -   Higher than expected numbers of fixed term contracts were
                    reported. Members to revert to IRS if more detail required.
                -   The Trust remained on target to meet the year end sickness
                    absence target despite high figures tabled for December (3.75%).

            This was received by the Board.

       7.2 Draft Workforce and OD Strategy
           IRS presented for approval the above strategy following the formal six week
           consultation process highlighting the importance of the action plan and
      implementation.

      SD queried action points 18 and 20 and which appeared more SWaFF
      related. SD requested the action plan be circulated to managers for action
      and inclusion in objectives. The need to manage the strategy across the
      Trust and drive forward via an implementation group was agreed.
                                                                                          IRS
      This was approved by the Board.

7.3    Integrated workforce plan
      IRS presented a report to detail the Trust‟s workforce plans over the coming
      six years as part of an integrated planning approach. The Board was
      requested to review the detail of the plan, ensuring it fully integrated with the
      Trust‟s SWaFF Plans and feedback comments or amendments for revision in
      February prior to final submission in March.
                                                                                          ALL

      Issues around design of the process were acknowledged and it was agreed
      the plan be submitted to NLIAH with the caveat it remained a draft plan and
      would be refreshed as part of the SWaFF process.

      This was received by the Board.

7.4 Job Evaluation Policy – Summary of Consultation Feedback
    IRS presented for noting the major points of feedback received following the
    consultation process. It was agreed a revised policy be submitted to
    Executive Management Board and staff side colleagues be equipped to
    engage and provided with comparison of old and new policy if required.

      This was received by the Board.                                                     IRS

				
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