STIRLING COUNCIL THIS REPORT RELATES TO ITEM 11 ON THE AGENDA

REPORT STATUS CORPORATE SERVICES

CYCLE 3 NOT EXEMPT

EMPLOYEE WELLBEING GROUP - ATTENDANCE MANAGEMENT

Committee

Date

Status

Executive 13 and 14 November

The Executive welcomed the work being undertaken by the Employee Wellbeing Group and noted the content of the work programme and the issues being examined to improve employee attendance. * Called-in to Service Delivery & Performance Committee

Service Delivery & Performance

27 November 2008

Council 11 December 2008

Reasons continued/

Details of Query We would be interested in more information to why the trends have been doing what they’ve done.

We’d also like an update on the implementation of the attendance management policy.

Notes Call-ins must be delivered to the Clerk to the Executive no later than 12 Noon of the day one week after the date of the Executive.

Democratic Services Only Time Received 10.45pm… Date Received 20NOV08.. Received by J Allen…

STIRLING COUNCIL THIS REPORT RELATES TO ITEM ON THE AGENDA

EXECUTIVE CORPORATE

13 NOVEMBER 2008 NOT EXEMPT

EMPLOYEE WELLBEING GROUP - ATTENDANCE MANAGEMENT

1 SUMMARY

1.1 This report explains the role of the Employee Wellbeing Group (EWG) and its initial work programme. The EWG reports to each Health & Safety Panel.

1.2 The main focus of this report is employee absence. Stirling’s absence statistics are compared with the rest of Scotland. The reasons employees give for absence are listed. The issues around employee absence are set out and possible actions, which the EWG are considering, are listed. This is currently work in progress, but these actions will form the basis of an attendance management improvement workplan.

2 RECOMMENDATION(S)

2.1 The Executive is asked to comment on the work programme of the Employee Wellbeing Group including the issues being examined to improve employee attendance.

3 CONSIDERATIONS

3.1 The centralisation of HR gives a better opportunity to better co-ordinate and advance employee wellbeing issues across the Council.

3.2 HR was centralised on 19 May 2008. The first meeting of the Employee Wellbeing Group took place on 4 June 2008.

3.3 The Group’s members are:

- a senior representative from each Service

- HR Adviser for each Service

- three Trades Union representatives, one from EIS, one from GMB and one from Unison

- HR Advice and Policy Manager

- Corporate HR Manager

- Corporate Risk Manager

- a representative from Organisational Development & Learning.

3.4 The meetings are chaired by the Head of Improvement & Customer Service.

Remit 3.5 The Group is the vehicle for co-ordinating employee wellbeing issues. This

includes the following

• Attendance Management issues

• Occupational Health

• Employee Counselling Service

• Healthy Working Lives Initiative

• HR Policies including - Dignity - Ethical Standards - Flexible Working - Code of Conduct - Tobacco and Alcohol

• Health & Safety - Promotions/campaigns - accident reporting and analysis - managing stress - risk assessments - COSHH

• Health surveillance/new employee screening - lungs - hearing - vaccinations - hand/arm vibrations - driving

• Health Needs assessments

• Wellbeing aspects of induction, employee culture, organisational development

• Wellbeing aspects of Single Status terms and conditions.

WORK to DATE Workplace Stress

3.6 The Group’s main efforts have been in managing a survey of identified groups of employees to help better manage workplace stress. Our approach on this was agreed by the Health & Safety Panel and was the subject of notification to the Health & Safety Executive on 20 June and 18 July 2008. The Survey involved using a Work Positive Questionnaire of 67 questions for approximately 600 employees in four areas of the Council, which were identified as being of higher risk. Some of the questions were also included in the Employee Survey issued at the end of September. A presentation of the initial results will be made to the Health and Safety Panel on 17 November 2008.

3.7 The EWG will lead the work to agree actions to address the issues raised and the programme to implement these actions.

Attendance Management 3.8 The Council agreed its Attendance Management Policy in February 2007.

The Policy aims to support employees and thereby promote high levels of attendance at work to ensure the delivery of services.

Attendance Targets

3.9 The Council subsequently agreed that the target for working days lost through sickness should be no more than 4% (this is the target used by Scottish Government). The actual figure for 2007/08 turned out to be 5.1%. This is made up of

- 3.5% for Teachers

- 4.7% for Craft Workers

- 5.5% for all Single Status Employees and Chief Officers.

3.10 While the Craft figures remained the same in 2007/08 as in the previous year, the absence figures for Teachers and other employees were better than the 4.2% and 5.8% respectively for the previous year.

3.11 Annex A shows how Stirling’s absence figures for 2007/08 compare with the rest of Scotland. Overall, Stirling’s absence figures were better than the Scotland average of 5.4%, and in each category, Stirling’s absence figures were better than the Scottish average.

3.12 However, only Stirling’s Teachers’ absence at 3.5% is below the Stirling Council target of 4%. The Craft absence of 4.7% relates to the 180 employees who work in Roads, and in Technical Services (formerly Building Services). The absence rate of 5.5% for the other 3,000+ employees is significantly above target.

Reasons for Absence 3.13 Annex B details the reasons for absence as recorded on employees’ Return

to Work forms, for the first 6 months of 2008/09. The 5 most common reasons for employees going off sick are -

Colds/’flu Stomach/bowel Strains/pains/injury Personal stress Hospital

However, when it comes to the number of days that employees are absent for, the order of the 5 main reasons is as follows -

Strains/pains/injury Personal stress Hospital Diagnosed conditions Work related stress

Actions to Support Attendance 3.14 Attendance Management Policy

3.14.1 It is essential that the Council’s Attendance Management Policy is adhered to and that, 1½ years since it was adopted, appropriate improvements and additions are included.

3.15 Management and Trades Unions agree that it is key to good attendance and health and safety that return to work interviews with employees take place as soon as an employee returns, and that Managers conduct these meetings sensitively and effectively.

3.15.1 The EWG will review and make recommendations on, the operation of, and adherence to, the Attendance Management Policy including related issues such as training for Managers.

3.16 Accuracy of Absence Statistics

3.16.1 Having accurate up to date statistics is key to managing absence. Patterns of absence for individual employees and teams are warning signals.

3.16.2 There are currently several dependencies in arriving at accurate absence statistics

• Employees need to report their absence and speak to their Manager;

• Managers must advise HR Admin/Payroll when someone reports sick so that absence is recorded;

• Managers must advise HR Admin/Payroll promptly when an employee returns, and record accurately the reason for absence.

3.16.3 Unfortunately, there are examples where reporting is not done or is not done on time.

3.16.4 A pilot has been running for more than a year whereby employees in Corporate Services, and a small number of employees in Community and Children’s Services report their absence through the Contact Centre. This has led to an improvement in the accuracy of reporting. The EWG will review the operation of the pilot and consider whether this arrangement should be extended to the whole Council.

3.17 Pro-active Actions to Address the Reasons for Absence

Workplace Stress 3.17.1 The EWG’s work started by carrying out a Workplace Stress Survey,

not because it is the very top reason for absence, (it is 5th top in terms of days absent) but because the Health & Safety Executive required us to take action, as they are doing across the country.

3.17.2 The results from the initial Workplace Stress Survey will be reported to the EWG in the second week of November 2008. The actions which are subsequently identified to address workplace stress will be vital to tackling the problems at the earliest possible stage

Other Stress

3.17.3 Tackling workplace stress may help reduce other stress problems, because stress is a cumulative problem. Work should be rewarding and enjoyable, involving interaction with people. The value for employees of focusing on service delivery can help relieve the stresses of every day life. But employees may not appreciate that, if it is not consistent with the culture of the organisation.

3.17.4 Against the background of the Stress and Employee Surveys, the EWG is asked to consider how we:

• help influence the culture of the organisation to keep it positive and enthusiastic;

• keep the culture customer service focused so that helping our customers is our top priority;

• encourage employees to support each other to make things better for our customers and make things more efficient;

• ensure employees are informed of the Council’s objectives and what is being done;

• eradicate any acceptability of taking phantom sick days.

3.17.5 There is no doubt that to make a difference on these issues will require top down as well as bottom up influences and improved communication.

3.17.6 Early referral to the Employee Counselling Service can provide valuable professional and independent support for those suffering from stress. The EWG’s views will be sought on just how early this kind of support can be offered.

3.18 Early Action/Preventive Action

Strains/Pains/Injuries

3.18.1 Quarterly reports from Occupational Health and Employee Counselling are being considered by the EWG. The EWG has already recommended that our occupational health provider extends the service which was made initially only available to Community Services, to provide fast track physiotherapy to employees with injuries and therefore get them back to the workplace quicker. This is now in place, and together with continued lifting/handling training, will help with the strains/pains/injury which account for the highest number of days of absence.

3.18.2 The EWG will consider other ways of minimising strains/pains/injury. This might include approaching Active Stirling for more provision to support fitness; approaches to NHSFV for easier access to clinics etc; and employees who have injuries getting the opportunity of redeployment on to lighter duties.

3.18.3 While continuing to offer ‘flu jabs is a practical support, it is perhaps the initiatives within the Council’s Healthy Working Lives Initiative that will make the most impact on the most common absences of stomach/bowel and colds/’flu.

3.18.4 A common complaint from employees is that colleagues with colds come to work and spread germs. The EWG will consider whether there are circumstances where employees could be asked to work somewhere other than their normal base, to help avoid the spread of infection.

Implementation of Single Status

3.18.5 The implementation of Single Status requires the ending of Attendance Bonus in Waste Services. This means that other ways of encouraging employees to their work need concentrated on.

3.18.6 Part of the national Single Status agreement in 1999 included stopping sick pay during the first 6 months of an employee’s contract.

3.18.7 The EWG will consider whether reviewing entitlement to full pay for all days of sickness might be appropriate to help attendance.

Personal Review and Development (PRD) 3.19 Benefits from the implementation of PRD across the organisation will include

- Ensuring that there is effective 2 way communication between the employees and Managers and that employee receive feedback and recognition.

- Managers, whose skills supporting employees need developed, will have this identified and acted on.

- There will be the opportunity for specific prompts on wellbeing for managers and employees.

Communication 3.20 The EWG will consider on how communication can be improved to help

support good attendance. Areas already identified for improvement include fostering an improved culture and making employees better aware of what is going on in the Council and specifically the work of the EWG. Information is already on the Source but employees may not be aware of specific services like Employee Counselling at the time that they need them most.

Other work to Date 3.21 The EWG has agreed that the Healthy Working Lives Initiative (formerly

SHAW) must be co-ordinated across the Council. A group of Service and Trades Union representatives, has been identified, (some of whom are not on the EWG) to work this through, because all Services are at different stages. A first meeting has now taken place with Healthy Working Lives.

3.22 The Group has considered Occupational Health/Counselling Service summary reports and has input to the new Council wide induction programme. There has also been consideration of which HR policies should be given priority for review and development.

3.23 Support has also been given to co-ordinating the following campaigns in October 2008 -

• Health & Safety Week – campaign to promote awareness of risk assessments

• Promotion of Alcohol Awareness Week

• See Me campaign on mental health awareness.

4 POLICY/RESOURCE IMPLICATIONS AND CONSULTATIONS

Policy Implications Diversity (age, disability, gender, race, religion, sexual orientation) Yes Sustainability (community, economic, environmental) Yes Corporate/Service Plan Yes Existing Policy or Strategy Yes Risk Yes Resource Implications Financial Yes People Yes Land and Property or IT Systems No Consultations Internal or External Consultations Yes

Policy Implications

4.1 The work of the EWG supports employee wellbeing.

Resource Implications

4.2 Improved employee wellbeing will improve the wellbeing of the organisation and its ability to deliver services. The EWG has no budget allocation and new expenditure decisions would need referred to the Council’s Management Team.

Consultations

4.3 All Services and 3 JTUC members are represented on the EWG.

5 BACKGROUND PAPERS

5.1 Reports to Health & Safety Panel of 18 June 2008, 18 August 2008 and 17 November 2008.

Author(s) Name Designation Tel No/Extension

John Risk Head of Improvement & Customer Service

443086

Approved by Name Designation Signature

Bob Jack Director of Corporate Services

Date Reference

ANNEX A ABSENCE 2007/08 ALL SCOTTISH COUNCILS – ALL EMPLOYEES

Total available days Total sick days % of days lost Rank

ALL SCOTLAND 40,657,106 2,297,246 5.4%Comhairle nan Eilean Siar 723,456 27,214 3.8% 1Moray 795,922 36,203 4.5% 2South Lanarkshire 3,154,723 146,598 4.6% 3Clackmannanshire 546,009 25,764 4.7% 4East Lothian 944,917 45,365 4.8% 5Renfrewshire 1,000,598 48,998 4.9% 6=East Renfrewshire 1,000,598 48,998 4.9% 6=Highland 2,234,767 108,532 4.9% 6=Scottish Borders 970,538 47,247 4.9% 6=East Dunbartonshire 1,057,084 52,320 4.9% 6=Argyll and Bute 1,063,386 52,966 5.0% 11Aberdeenshire 2,668,103 135,289 5.1% 12=Dundee City 1,719,710 87,909 5.1% 12=Stirling 872,836 44,126 5.1% 12=Aberdeen City 2,248,754 117,111 5.2% 15=West Lothian 1,763,965 92,002 5.2% 15=Angus 1,158,589 61,575 5.3% 17=Fife 5,140,252 271,957 5.3% 17=Falkirk 1,735,505 94,451 5.4% 19=Inverclyde 1,022,415 54,976 5.4% 19=Perth and Kinross 1,132,846 60,881 5.4% 19=Midlothian 930,585 51,403 5.5% 22North Ayrshire 1,560,774 86,743 5.6% 23Orkney Islands 411,289 23,348 5.7% 24=West Dunbartonshire 1,358,996 77,196 5.7% 24=City of Edinburgh 4,614,783 269,150 5.8% 26=East Ayrshire 1,355,200 78,155 5.8% 26=Dumfries and Galloway 1,590,069 93,443 5.9% 28=South Ayrshire 1,070,642 63,570 5.9% 28=North Lanarkshire 3,626,865 219,406 6.0% 30Glasgow City 6,773,224 412,757 6.1% 31Shetland Islands 569,807 37,087 6.5% 32

ANNEX A ABSENCE 2007/08 ALL SCOTTISH COUNCILS – CRAFT

Total available days Total sick days % of days lost Rank

ALL SCOTLAND 729,735 55,686 7.6%Clackmannanshire 24,338 891 3.7% 1Scottish Borders 4,954 191 3.9% 2Moray 23,505 932 4.0% 3Angus 2,147 93 4.3% 4East Ayrshire 56,395 2,635 4.7% 5=Stirling 43,110 2,034 4.7% 5=Comhairle nan Eilean Siar 16,233 804 5.0% 7East Dunbartonshire 96,338 5,183 5.4% 8=South Ayrshire 41,847 2,267 5.4% 8=Argyll and Bute 5,234 284 5.4% 8=Dumfries and Galloway 23,419 1,329 5.7% 11North Ayrshire 51,961 3,086 5.9% 12Dundee City 78,058 4,690 6.0% 13Highland 55,853 3,399 6.1% 14=Renfrewshire 58,498 3,564 6.1% 14=South Lanarkshire 132,075 8,088 6.1% 14=Shetland Islands 20,461 1,327 6.5% 17Perth and Kinross 15,973 1,052 6.6% 18=Fife 189,189 12,493 6.6% 18=Aberdeenshire 18,310 1,212 6.6% 18=City of Edinburgh 81,189 5,637 6.9% 21East Lothian 34,271 2,424 7.1% 22West Dunbartonshire 57,557 4,144 7.2% 23West Lothian 92,271 6,861 7.4% 24Midlothian 23,723 1,835 7.7% 25Inverclyde 19,988 1,721 8.6% 26Falkirk 101,541 8,912 8.8% 27=Aberdeen City 75,608 6,644 8.8% 27=East Renfrewshire 23,654 2,193 9.3% 29North Lanarkshire 12,434 1,610 12.9% 30Orkney Islands No service No service No service 31Glasgow City N/A N/A N/A 32

ANNEX A ABSENCE 2007/08 ALL SCOTTISH COUNCILS – SINGLE STATUS EMPLOYEES and CHIEF OFFICERS

Total available days Total sick days % of days lost Rank

ALL SCOTLAND 21,700,012 1,358,448 6.3%Comhairle nan Eilean Siar 599,907 23,723 4.0% 1Moray 564,808 25,432 4.5% 2South Lanarkshire 2,329,826 114,301 4.9% 3=East Lothian 705,059 34,884 4.9% 3=Highland 1,712,032 86,339 5.0% 5Clackmannanshire 403,162 20,719 5.1% 0Aberdeenshire 2,060,695 109,050 5.3% 7=Dundee City 1,310,601 69,793 5.3% 7=East Dunbartonshire 682,833 36,669 5.4% 9=Aberdeen City 1,794,204 96,617 5.4% 9=Scottish Borders 742,988 40,305 5.4% 9=Stirling 667,575 36,384 5.5% 12Angus 916,399 50,087 5.5% 13Fife 4,116,230 228,260 5.5% 14=Perth and Kinross 853,682 47,716 5.6% 14=Argyll and Bute 770,482 43,341 5.6% 14=West Lothian 1,257,126 71,150 5.7% 17East Renfrewshire 692,102 39,188 5.7% 18=Inverclyde 794,588 45,589 5.7% 18=Renfrewshire 1,490,065 86,225 5.8% 18=North Ayrshire 1,188,601 69,678 5.9% 21West Dunbartonshire 1,104,955 65,192 5.9% 22Midlothian 703,398 41,945 6.0% 23Orkney Islands 349,510 20,941 6.0% 24Falkirk 1,218,614 73,485 6.0% 25Dumfries and Galloway 1,207,122 73,118 6.1% 26City of Edinburgh 3,761,194 238,813 6.3% 27=East Ayrshire 1,012,804 64,992 6.4% 27=Glasgow City 5,609,975 360,235 6.4% 29North Lanarkshire 2,800,424 180,868 6.5% 30South Ayrshire 789,723 51,277 6.5% 31Shetland Islands 463,627 31,679 6.8% 32

ANNEX A ABSENCE 2007/08 ALL SCOTTISH COUNCILS – TEACHERS

Total available days Total sick days % of days lost Rank

ALL SCOTLAND 5,638,600 250,896 4.4%Comhairle nan Eilean Siar 107,316 2,687 2.5% 1East Renfrewshire 284,842 7,617 2.7% 2Falkirk 415,350 12,054 2.9% 3Scottish Borders 222,596 6,751 3.0% 4City of Edinburgh 772,400 24,700 3.2% 5=Argyll and Bute 287,670 9,341 3.2% 5=West Lothian 414,568 13,991 3.4% 7South Lanarkshire 692,822 24,209 3.5% 8=Clackmannanshire 118,509 4,154 3.5% 8=Stirling 162,151 5,708 3.5% 8=Aberdeen City 378,942 13,850 3.7% 11=East Ayrshire 286,001 10,528 3.7% 11=Inverclyde 207,839 7,666 3.7% 11=Fife 834,833 31,204 3.7% 11=Midlothian 203,464 7,623 3.7% 11=East Dunbartonshire 277,913 10,468 3.8% 16Orkney Islands 61,779 2,407 3.9% 17=East Lothian 205,587 8,057 3.9% 17=West Dunbartonshire 196,484 7,859 4.0% 19=Highland 466,882 18,794 4.0% 19=Dundee City 331,051 13,426 4.1% 21South Ayrshire 239,072 10,026 4.2% 22=Aberdeenshire 589,098 25,027 4.2% 22=North Ayrshire 320,212 13,979 4.4% 24=Renfrewshire 362,455 15,911 4.4% 24=Glasgow City 1,163,249 52,522 4.5% 26=North Lanarkshire 814,007 36,928 4.5% 26=Perth and Kinross 263,191 12,113 4.6% 28Moray 207,609 9,839 4.7% 29=Angus 240,043 11,395 4.7% 29=Shetland Islands 85,719 4,081 4.8% 31Dumfries and Galloway 359,528 18,996 5.3% 32

ANNEX B

ANALYSIS OF STIRLING COUNCIL EMPLOYEE ABSENCE - 6 MONTHS TO 30 SEPTEMBER 2008

ALL EMPLOYEES

Number of Instances

Reason Number of InstancesStomach/Bowel 591Colds/Flu 414Strains/Pains/Injury 399Stress Personal 169Hospital 167Miscellaneous 162Infections 135Viral 148Headache/Migraine 134Respiratory 108Diagnosed Conditions 59Stress Work Related 44Urinary 34Genital/Gynaecological 30Pregnancy Related 22Breaks/Dislocation/Fractures 23Holding 47Infectious Diseases 19Total Number of Instances 2705

Number of Days of Absence

Reason Number of DaysStrains/Pains/Injury 5667Personal Stress 4575Hospital 3109Diagnosed Conditions 1720Work Related Stress 1514Stomach Bowel 1253Colds Flu 1309Miscellaneous 970Infections 708Viral 947Respitory 641Breaks/Dislocation/Fractures 601Headache/Migraine 428Pregnancy Related 422Holding 349Infectious Diseases 271Genital/Gynaecological 399Urinary 88Total Number of Days of Absence 24971

CRAFT

Number of Instances

Reason Number of Instances Stomach/ Bowel 39Strains/ Pains/ Injury 32Colds/Flu etc 14Hospital 7Stress Personal 7Infections 6Viral 6Respiratory 4Diagnosed Conditions 2Headache/ Migraine 2Miscellaneous 2Breaks/ Dislocation/ Fractures 1Infectious Diseases 1Total Number of Instances 123

Number of days of absence Reason Number of DaysStrains/ Pains/ Injury 257Hospital 152Stress Personal 130Stomach/ Bowel 94Viral 64Colds/Flu etc 43Diagnosed Conditions 20Infections 20Infectious Diseases 15Respiratory 14Breaks/ Dislocation/ Fractures 10Headache/ Migraine 10Miscellaneous 9Total number of days of absence 838

SINGLE STATUS EMPLOYEES AND CHIEF OFFICERS

Number of Instances Reason Number of InstancesStomach/Bowel 469Strains/Pains/Injury 321Colds/Flu etc. 317Stress Personal 136Hospital 118Infections 115Headache/Migraine 109Miscellaneous 106Viral 105Respiratory 91Diagnosed Conditions 51Holding 44Stress Work Related 30Urinary 29Genital/Gynaecological 23Breaks/Dislocation/Fractures 19Pregnancy Related 16Infectious Diseases 16Total number of instances 2115

Number of Days of Absence

Reason Number of DaysStrains/ Pains/ Injury 5091Stress PERSONAL 3911Hospital 2541Diagnosed Conditions 1494Stress WORK RELATED 1175Stomach/ Bowel 1022Colds/Flu etc 875Miscellaneous 697Infections 596Viral 587Respiratory 555Breaks/ Dislocation/ Fractures 469Headache/ Migraine 376Pregnancy Related 361Holding 344Infectious Diseases 251Genital/ Gynaecological 222Urinary 76Total number of days of absence 20643

TEACHERS

Number of Instances

Reason Number of InstancesColds/Flu etc 83Stomach/ Bowel 83Miscellaneous 54Strains/ Pains/ Injury 46Hospital 42Viral 37Stress PERSONAL 26Headache/ Migraine 23Infections 14Stress WORK RELATED 14Respiratory 13Genital/ Gynaecological 7Diagnosed Conditions 6Pregnancy Related 6Urinary 5Breaks/ Dislocation/ Fractures 3Holding 3Infectious Diseases 2Total number of instances of absence

467

Number of Days of Absence

Reason Number of DaysStress personal 534Hospital 416Colds/Flu etc 391Stress work related 339Strains/ Pains/ Injury 319Viral 296Miscellaneous 264Diagnosed Conditions 206Genito/ Gynaecological 177Stomach/ Bowel 137Breaks/ Dislocation/ Fractures 122Infections 92Respiratory 72Pregnancy Related 61Headache/ Migraine 42Urinary 12Holding 5Infectious Diseases 5Total number of days of absence 3490