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Paper BSO 35/2013 updated

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HUMAN RESOURCES AND CORPORATE SERVICES BOARD REPORT FOR

PERIOD 1 APRIL 2012 – 31 MARCH 2013.


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CONTENTS Page Workforce Numbers 3 Absenteeism 2011-2012 5 Recruitment Activity 9 Support Team Activity 9 Learning and Development 9 Employment Relations 11 Recruitment Agency Costs 12 Overtime Costs 13 Corporate Services Report 14


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Business Services Organisation Human Resources and Corporate Services This Report sets out a range of indicators in respect of the workforce within BSO. In addition it sets out some performance measurements in respect of the HR and Corporate Services Directorate. Board members are asked to note that the December and March figures have been prepared using the new HRPTS system.

Workforce Numbers

Mar 2011 Jun 2011 Sept 2011 Dec 2011 Mar 2012 Jun 2012 Sept 2012 Dec 2012 Mar 2013

Directorate Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

Headcount (WTE)

CEO 2 (2)

2 (2)

2 (2)

2 (2)

2 (2)

2 (2)

2 (2)

2 (2)

2 (2)

CC & Serv Imp

47 (42.07)

46 (41.08)

49 (44.08)

48 (43.08)

46 (41.08)

45 (41.68)

48 (44.18)

47 (43.35)

51 (47.22)

Finance 49 (45.99)

53 (49.73)

56 (53.76)

55 (52.76)

57 (55.04)

56 (55.04)

50 (49.64)

45 (44.14)

37 (35.8)

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HR & CS 41 (37.65)

42 (38.45)

41 (37.45)

38 (34.4)

36 (32.52)

35 (31.62)

37 (33.62)

38 (35.14)

38 (34.62)

Legal Services

90 (81.47)

88 (81.39)

93 (84.39)

96 (88.96)

96 (89.26)

93 (86.06)

94 (86.47)

95 (87.75)

92 (82.47)

Ops - CFU & Probity

21 (20.24)

21 (20.35)

23 (22.02)

24 (22.75)

26 (24.67)

28 (26.47)

28 (26.47)

28 (26.57)

29 (26.93)

Ops - FPS 123 (109.36)

122 (108.03)

123 (109.32)

126 (111.92)

127 (112.6)

137 (122.94)

140 (125.58)

140 (126.99)

138 (126.46)

Ops - PALS 269 (256.36)

2692

(255.77)

272 (258.37)

270 (258.17)

263 (251.14)

3

273 (261.72)

281 (270.18)

289 (277.43)

268 (256.99)

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Ops – Pensions

28 (27.32)

33 (32.33)

35 (34.23)

36 (35.23)

33 (32.63)

34 (33.62)

34 (33.63)

35 (34.63)

32 (31.7)

Ops – ITS 143 (139.7)

150 (146.75)

151 (147.87)

158 (154.47)

157 (152.14)

154 (149)

158 (153.1)

161 (156.24)

162 (153.02)

HSC Leadership

Centre

31 (27.78)

38 (34.38)

37 (33.86)

35 (31.86)

36 (32.82)

35 (32.14)

38 (33.82)

HSC Nursing

Education Centre

43 (38.18)

44 (39.18)

43 (38.18)

44 (39.18)

47 (42.18)

47 (42.42)

54 (49.25)

BSTP Project

69 (68.8)

Total 813 (762.19)

826 (776.38)

919 (859.45)

935 (877.3)

923 (865.12)

938 (882.69)

957 (901.57)

966 (913.3)

1010 (949.08)

1 Please note there maybe data inconsistencies based on HRPTS and we are working to resolve this.

2 This is amended from June report which reported 268

3 From this point Ops PaLS will include the headcount and WTE of the Operations Directorate

4 Please note there maybe data inconsistencies based on HRPTS and we are working to resolve this.


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Table 1 Please note that HSC Leadership Centre and HSC Nursing Education Centre staff transferred to the Business Services Organisation with effect 1 July 2011.

You will note there are some differences between the figures reported in the December 2012 report and this report. Firstly, it can be seen that there has been a decrease in the staff within the Finance Directorate. The main reason for this is that the organisational structure within HRPTS now holds people in their current position within the correct Directorate and Finance currently have a number of staff that are seconded to BSTP. Previously these staff were still held within the Finance Directorate in HRMS.

BSTP is now also included as a separate Directorate to reflect the number of staff currently working within this project which has resulted in an increase in the overall number of staff within BSO. Finally, there has been an increase in the BSO’s headcount and in turn our WTE and again this is based on the inclusion of BSTP employees.


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Absenteeism 2012/13 Absence Information It is important to note that HRPTS is now live within the BSO and this will allow the production of more timely and accurate information in relation to sickness absence than was previously possible with HRMS however it will mean the way we present this information will be different. HRPTS provides 2 areas where we can report from; ECC and BW. ECC holds 3 years of historical sickness absence information from the date of go live as well as all sickness absence going forward, whereas BW only holds information from 12th December 2012. We would ideally like to report from BW as this will allow us to consider short term and long term sickness absence as well as reporting sickness absence by Directorate, something ECC does not facilitate but in order to provide some comparative data the below table illustrates the cumulative data from ECC.

Cumulative Year BSO Absence (Days)

01/04/11 – 31/03/12 3.82%

01/04/12 – 31/03/13 4.32%

The above information shows a 0.5% increase in BSO’s cumulative absence rate compared to the cumulative absence rate in the financial year 2011/12. This increase can be attributed to HRPTS being more accurate in how it records and reports sickness absence. There were initial difficulties in providing sickness absence data however the figures below were recently reported to SMT. It is important to note the inclusion of sickness absence figures are now calculated using hours and is considered to be more accurate than the calculation using days. This will continue to be the case until we can ensure everyone’s working patterns have been accurately updated via the self-service portal.

Month Hours % Days %

Last Year's Figure – 2011/2012

(Days)

Dec-12 4 4.73 3.96

Jan-13 3.92 4.41 5.02

Feb-13 3.35 3.6 4.48

Mar-13 2.57 3.9 4.52


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In comparing the data in the table above we can see that our absence from 2012/2013 is lower than that in 2011/2012, apart from in December where there was a 0.77% increase. Working Hours Lost The total number of working hours available for the period 1 April 2012 – 31 March 2013 was 2,068,415.65 hours. The total number of working hours lost due to sickness absence in this period was 69,892.19. If we assume employees work 7.5 hours a day this equates to 9319 days lost during the period 1st April 2012 to 31st March 2013 resulting in 9.23 days lost per employee. This is a decrease of 0.36 working days lost compared to the same period last year. 9.23 days lost is 0.23 days higher than the reported average days lost per employee per year for employees working in the Public Services and 0.07 days lower than the reported average days lost per employee per year for the Health Sector (CIPD Annual Survey Report 2012 – Attendance Management). Please note the absence figures may need to be reviewed in light of any data inconsistencies that are revealed when reviewing the headcount report within HRPTS.


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Reason for Absence The reasons for absence during the period 1st January 2013 to 31st March 2013 are detailed in the chart below:

The main reasons for absence are minor illnesses, which include the flu, vomiting and migraines. The other main reasons for absence are general debility and stress. It is important to note that Line Managers now input the absence details for the employees they manage and we will complete checks to ensure this is being completed in a timely and accurate fashion.


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Other Types of Absence Other types of absence during the period 1st January 2013 to 31st March 2013 are detailed in the chart below:

Career BreakCarers'Leave

Compassionate Leave

Flexi LeaveHolidayLeave

MaternityLeave

Other

% 21 1 1 6 6 64 1

0

10

20

30

40

50

60

70

%

Other Types of Leave in the period 1st January 2013 to 31st March 2013

The most common types of leave other than sickness absence are maternity leave and career breaks. Again it is important to note that the majority of leave is now requested via the self-service portal.


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Recruitment Activity Since April 2012 the recruitment team has been responsible for the administration of recruitment as follows;

No of Posts Applications Processed

BSO 159 3196

Other 180 3226

Total 339 6422

Compared to the same period last year there has been an increase in the number of vacancies processed, with 277 being processed last year and 339 were processed this year which is an increase of 22%. There has been a 10% decrease in the number of applications processed this year, compared with the number processed for the same period last year. The reason for this decrease is due to organisations restricting who can apply for positions, such as restricted to a particular organisation or to shared services affected employees.

Support Team Activity

Additions from payroll Removals from payroll

BSO 304 123

Other 219 168

Total 523 291

Compared to the same period last year there has been a 17% decrease in the number of new starts that have been processed and a 50% increase in the number of leavers that have been processed. The above does not take into consideration the work that has taken place in processing those employees who have been promoted during the reporting year, as well as those employees who have reduced or increased their hours during the same period.

Training and Development The BSO offers a wide range of training and development programmes. The numbers of employees who have attended and completed the various programmes in the period 1st January 2013 to 31st March 2013 are detailed below.


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Subject BSO Non BSO Total

Awareness Training in AWARD

6 0 6

Recruitment and Selection (Practical)

4 0

4

Health and Safety Awareness Training

76 .0 76

Information Governance and Complaints Handling

129 0 129

Mood Matters 2 0 2

Creating and Managing Contracts

3 0 3

Customer Experience Workshops

63 0 63

E Learning

Recruitment and Selection

10 20 30

Fire Awareness 43 0 43

Risk Awareness 20 0 20

Fraud Awareness 12 0 12

Corporate Induction 12 0 12

Manual Handling 27 0 27

Display Screen Equipment Awareness

24 0 24

431 20 451

Over the period 1st April 2012 to 31st March 2013 2581 employees across the BSO and our client organisations have taken part in learning and development activities. This is a 24% increase in activity compared to the same period last year.


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Employment Relations Grievances and Disciplinaries Within this quarter 3 grievances have been raised, 2 were from the HSCB and 1 was from the PHA. 3 grievances have progressed to stage 2, 2 of which were from the HSCB and 1 was within NIGALA. There is 1 investigation on-going within the BSO and the outcome of the investigation may result in further action. Industrial Tribunals There are no Industrial Tribunals on-going. Job Evaluations In Quarter 4, 81 job evaluations have been requested and this is a decrease of 25% from Quarter 3. 47 have been completed and 14 of the requests were from the BSO. 3 job analysis questionnaires (JAQs) have been received and none of these were from BSO employees. Please note job evaluations relate to requests for new job descriptions to be evaluated, while JAQs are the completion of questionnaires in order to have your current job evaluated.

Recruitment Agency Information

There was 145 agency staff employed within the BSO at the end of March 2013.

Department No. of Agency Staff

CE Office 1

BSTP 5

CC&P 1

CFPS 3

Finance 20

FPS 8

HR&CS 4

ITS 11

Legal 19

PaLS 66

Payroll 3

Pensions 4

Total 145


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Recruitment Agency Costs The below chart illustrates the amount spent on recruitment agency staff during the period 1st April 2012 to 31st March 2013.

The amount spent on overtime was approximately £2million. This is a 40% increase compared to the amount spent during the last financial year which was approximately £1.4million. We have seen an increase in the amount each Directorate has spent on recruitment agency staff but we have seen the largest increase in Finance, Legal, PaLS and ITS.


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Overtime costs The below chart illustrates the amount spent on overtime during the period 1st April 2012 to the 31st March 2013.

The amount spent on overtime was £804,350. This is a 70% increase compared to the amount spent during the last financial year which was £473,687. The 2 areas where we have seen the greatest increase is in PaLS and ITS.

Please note the above costs do not include associated employer's national insurance costs. These costs will typically be 10.1% of overtime costs.


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CORPORATE SERVICES REPORT Corporate Services Report The Controls Assurance standard requires the Board and SMT to receive regular

reports on Information Governance (IG) and Complaints within the organisations.

Information Governance Report

This section deals with an overview of Information Governance management in

BSO. The accountability structure within BSO revolves around an Information

Governance Management Group which has representatives from each business

area.

The Group meets on a monthly basis and monitors activity in the IG area. In addition

it monitors progress in relation to Audit Report recommendation and its own action

plans.

In the past six months it has reviewed the

Information Asset owner training

Reported Data Breaches

Overall risk assessment in relation to Information Governance

Use of off-site storage to ensure it complies with Good Management Good

Records practices

Information Governance issues in relation to the new FPS and HRPTS

systems going live throughout the BSO

Freedom of Information

In the fourth quarter of 2012/13, the BSO received 47 Freedom of Information

requests, a marked increase in the number for the same quarter in 2012 (37). 96% of

requests were answered within the 20 working day deadline.

Data Protection Requests:

Taking into account the inclusion of Data Subject requests processed by Counter

Fraud and Probity and Human Resources, a total of 97% of requests were answered

within the allotted time frame of 40 calendar days. A total of 209 requests were

processed.


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Adverse Incidents concerning Data

The following adverse incidents occurred resulting in data outages:

19-Jan-13 RVH – An air conditioning unit failure caused extensive overheating and the data centre was forcefully powered down to prevent further damage.

9-Feb-13 BCH data centre powered for electrical maintenance diagnostics. This

was to investigate if same issue existed at BCH as was discovered at RVH on 26-Sep-12.

22-Mar-13 RVH – Adverse weather conditions caused 3 out of 4 NIE major power

feeds to Belfast to fail. Fluctuating power conditions caused failover of

systems to BCH site.

On-going Information Commissioner Complaints

There has been a potential breach of data protection that originated from Altnagelvin

Hospital. This occurred when Legal Services received the file but noted that it

contained information pertaining to another patient. The file was returned to the

hospital with a request to have the third party information removed. The file was

subsequently returned to DLS and forwarded to the external solicitor where it

became apparent that the information had neither been removed nor verified as such

DLS. A letter has been sent to ICO from BSO regarding this data breach and the

solicitor has also been requested to either confidentially destroy any copies of this

data or return them to the Directorate. The ICO has responded that it does not intend

to take any further action on this matter.

Information Governance Training

Information Governance training programme has been rolled out throughout the

organisation. The E-Learning package is now available for those who were unable to

attend one of the many sessions provided and went live on March 19th 2013. Pick up

of the eLearning package will be monitored on a monthly basis

Information Asset Register

The Information Asset register has been completed and all returns have been

received by Corporate Services. Each department is to submit additional information

for the register in relation to the new systems (FPL & HRPTS).


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Complaints

Within the period January to March 2013 complaints were received and investigated

as follows;

Department Received Within 20 days

Subject Action/ Lessons

Pals 11/02/2013 N Procurement exercise

None, no fault with BSO found

FPS 7/02/2013 Y Removal from GP patient list

Staff informed that the reason for removal should have been checked with the practice before any action had been taken

HR 13/02/2013 Y Recruitment process

Apology for slow process proving feedback

FPS 27/02/2013 Y Missing registration documents

None, no fault with BSO

FPS 21/02/2013 Y Entitlement to NHS services

None, no fault with BSO

FPS 20/03/2013 Y Registration with medical centre

None No fault with BSO, fault with practice communications to patients

As can be noted, there is no real recurring theme evident within the complaints received. Learning is therefore quite specific to the relevant directorate. Accidents & Incidents

The HSCB/PHA/BSO Joint Emergency Response Plan was activated in the event of the severe weather conditions that arose at the end of March that affected several data centres. An email was sent to all staff to provide an update on this and to provide assurances that everything is being done to resolve the issues.

The table below (Table 5) details how many accidents and incidents were reported in this reporting period.


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Table 5 – Accidents & Incidents

Department Occurred Incident Subject to Riddor

Action/ Lessons

Internal Audit Franklin Street Strained ligaments in ankle getting off chair

No No further action.

Pals Ulster Hospital Cut hand with knife opening a box.

No No further action.

BSTP

ATP Use of a portable heater connected via an extension cable caused an electrical circuit to melt into the wall socket.

No All portable heaters have been prohibited from use with extension cables. An electrician attended to ensure safety.

Adverse Incidents Table 6- Adverse Incidents January 2103 – March 3013

Department Occurred Incident Action/ Lessons

FPS Franklin Street

Fire alarm set off by fumes emitted from fridge in kitchen area on the 4th floor.

NIFRS attended to investigate. Fridge cleaned at back and moved further away from the wall to allow for better ventilation.

BSTP Antrim Technology Park

Passed out at workplace.

Visited A&E and took a few days off. BSO not at fault, medical issue with individual.

FPS Franklin Street

Fire alarm activated when two kettles were boiled together causing heat incident in kitchen on the 4th floor.

NIFRS attended to investigate One kettle removed from the room. Staff reminded of health and safety issues. Fire alarm detector to be moved and changed settings.


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Health & Safety

5 portable AEDs (Automated External Defibrillators) have been delivered and distributed to the relevant sites. A Health and Safety training program is being rolled out across all BSO sites, all staff are required to attend. Action on the implementation of the plan developed form the controls assurance process is now underway. BSO Claims The BSO has been a named party in a number of claims and the Board is asked to note the details of FRS 12 figures as set out below. DEFENDANT AND PLAINTIFF

NATURE OF CLAIM (P-Plaintiff)

INJURY FRS 12 FIGURES

A -v- BSO (Listed for hearing on 26 April 2013)

Premier employee in pharmacy. Fell when walking in the gap between workstation and radiator beside window. 3 members of staff repudiate P’s claim that she slipped on papers on the floor, it is agreed papers were present but not disturbed during/ after incident. Proceedings were issued against Premiere and BSO.

Laceration and bruising to right elbow, residual scarring and soft tissue injury to lumbar region. BSO medical exam 8th April 2013

£7,500 @ 30% £12,500 @40% £15,000 @ 30% Settlement year: 2013/2014

B –v- Belfast Trust and BSO PaLS (CC proceedings)

P was Belfast Trust employee, rubber strap holding dried goods in a cage in Mater Hospital snapped and struck her face. Email disclosed which apologises for incident and advises that all cages should have nylon strap and that this was a rogue cage.

Laceration below right side of lower lip, 2.7cm scar.

£7,500 @ 30% £10,000 @ 40% £12,500 @ 30% Settlement year: 2013/2014

C –v- BSO PaLS (CC proceeding) – Cage incident

P was pulling two cages up an incline, one cage became stuck, other cage went over Ps ankle twisting right knee and ankle.

Soft tissue injury to right knee and twisting injury to right foot and ankle. Plaintiff being examined by

£2,500 @ 30% £5,000 @ 40% £7,500 @ 30% Settlement year: 2012/13


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expert instructed on behalf of BSO.

D –v- BSO PaLS (CC Proceedings) – forklift incident

P sitting stationary on reach truck when there was a minor impact with another truck. Incident witnessed by other members of staff.

P’s instructed expert diagnoses a soft tissue musculo –ligamentous injury to the right trapezius. BSO expert’s opinion is that P suffered little or no injury

£2,500 @30% £5,000 @40% £7,500@30% Settlement year 2013/14

E –v- BSO PaLS (pre-proceedings)

P owns GP practice in Portrush, entered side entrance and tripped on boxes delivered by PaLs Belfast Delivery Service. Driver did not stack boxes at site of injury, member of practice did this. Liability repudiated on this basis. BSO attempts to redirect claim to Belfast due to Indemnity clause terms have as yet been unanswered.

Ruptured ligament in left foot and ligament injury to lower back and legs.

£2,500 @30% £5,000 @ 40% £7,500 @ 30% 2013/14

F v NEDC and Western Trust (pre-proceedings)

P is Western trust employee, during a demonstration at a training event (Violence in the workplace) provided by NEDC (part of CEC). During event P felt knee give way and was taken to hospital.

Dislocated kneecap.

£2,500 @30% £5,000 @ 40% £7,500 @ 30% 2013/14

G –v- BSO PaLS(pre-proceedings)

P injure when attempting to get a roll cage onto a platform. Incident report not completed until 3 weeks later. Allegedly cage was overloaded and P maintains wasn’t allowed to break down the load. Marsh claims refutes liability as task had been risk

Injury to left knee.

£2,500 @30% £5,000 @ 40% £7,500 @ 30% 2013/14


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assessed and driver had manual handling training. Refuted that P was not allowed to break down load. No witnesses.

H –v- BSO PaLS (pre-proceedings)

P was Premiere employee at Lissue, caught foot on telephone lead fell striking head on floor. Telephone lead trailing on floor since 06/2011. Neither office nor workstation risk assessed. Telephone extension lead installed to prevent further incident. Currently awaiting medical evidence.

Head injury £2,500 @30% £5,000 @ 40% £7,500 @ 30% 2013/14

I –v- BSO PaLS – listed for hearing on 14th February 2013

P driving pallet truck which was struck by another of same. Case proceeded to hearing on basis impact was minimal and little damage would have been caused to plaintiff. At its highest worth £6,000 – £8,000. Settlement morning of hearing - £1000.

Compliments and Comments A variety of compliments were reported to Corporate Services in the final quarter of 2012/13

Date Received From To Department In Relation To

04/01/13 Anne Wellby

Bowel Screening Staff thanking for them for the chance to complete a negative test FPS

Bowel Screening Programme

01/02/13

Royal Magistrate’s Court

Marie Lawlor regarding professionalism in court DLS

DLS Family Department

13/02/13 David Jerome

Bowel Screening staff for identifying a medical condition FPS



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Date Received From To Department In Relation To

09/02/13 Tim Smith

Bowel Screening staff for identifying a medical condition FPS


08/03/13 Evelyn Magee

Nial Largey for addressing hitches in the travel claims section BSTP

BSTP Travel and Subsistence Scheme

04/03/13 John Compton FPS FPS

Delivery of Accelerated Payment project

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