SB(09)8th Conclusions
MEETING OF THE SCOTTISH GOVERNMENT STRATEGIC BOARD: HELD ON THURSDAY, 20 AUGUST 2009
Present
Robert Gordon CB (chair)
Andrew Goudie (Agenda Items 1-3 only)
Paul Gray
Stella Manzie CBE
Alyson Stafford
Kevin Woods
Bill Bound
David Fisher
Apologies
Sir John Elvidge KCB
Leslie Evans
Heather Logan
In Attendance
Colin MacLean
Angiolina Foster
Sarah Davidson
Elinor Mitchell
Alex Devoy
Katie Wood
Donald Cameron (Agenda Item 2 only)
Ken Thomson (Agenda Item 2 only)
Maureen Bruce (Agenda Items 3 and 4 only)
Ros Cockerell (Agenda Item 5 only)
Joe Griffin (Agenda Item 6 only)
Kenneth Hogg (Agenda Item 6 only)
Alistair May (Agenda Item 7 only)
Robert Gordon welcomed the Scottish Government officials who joined the meeting to observe the proceedings.
Agenda Item 1: Minutes and Matters Arising
1. The Strategic Board agreed the minutes of the meeting held on 16 July 2009 (SB(09)7th Conclusions) subject to amendments provided to the Corporate Business Secretariat by Alyson Stafford on Item 6, paragraphs 20 and 21.
Agenda Item 2: National Conversation / Referendum Projects (SB(09)43)
2. Ken Thomson introduced paper SB(09)43 which updated the Board on progress. The National Conversation and Referendum Projects had been subject to their second Gateway-style review health check, which had been positive and the team were implementing the recommendations made.
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
Agenda Item 3: Performance Reporting (SB(09)44)
3. Maureen Bruce introduced paper SB(09)44. The paper set out proposals for routine reporting to the Strategic Board on performance. The chairs of the four Performance Groups had agreed they would report to the Board, on a twice yearly basis, providing a high-level summary of all aspects of the National Performance Framework including summary analysis, highlights and exceptions. The first of these reports would be provided at the Board's meeting in September.
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
4. Points made in discussion:
(a) The reports to the Board on the National Perfromance Framework would use the template structure the Board had seen at its meeting in April (Paper SB(09)25);
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
(b) The contribution of Community Planning Partnerships to the delivery of the Purpose and Outcomes should be considered.
5. The Strategic Board agreed:
(a) That there should be twice yearly reporting to the Board on the National Performance Framework. This would represent the totality of reporting to the Baord on the Framework, though the Board could consider items on an exception basis or where a strategic issue required specific consideration by the Board; (Action: Strategy and Ministerial Support Directorate) and
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
(Andrew Goudie left the meeting)
Agenda Item 4: Corporate Balanced Scorecard Report - Quarter 1, 2009/10 (SB(09)45)
6. Maureen Bruce introduced paper SB(09)45. This was the third Corporate Balanced Scorecard report which contained information relation to the performance in the first quarter of 2009/2010 and the last quarter of 2008/2009. The Scorecard took into account the recommendations made by the Office of the Chief Statistician as discussed by the Board on 16 July (Paper (SB(09)41).
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
7. Points made in discussion:
(a) Some targets of performance measurement reflected ministerial commitments or were required by legislation. It might be helpful to note this against such targets. It might be worth considering either amending such targets or finding other ways of expressing their measures, for example payment performance in invoice value rather than invoice number;
(b) Invoices which were under dispute were not included in the figures on payment performance. This approach was also taken by UK Government Departments. Work continued on improving payment performance including: consideration of consolidating accounts from suppliers which would remove the effect of a large number of invoices reflecting very small values; and switching the payments of smaller invoices to the Government Procurement Card;
(c) The Scorecard could include an intervention point which might trigger the involvement of the Board;
(d) It would be helpful for areas where targets have been achieved and exceeded to share good practice across the organisation, for instance Health Directorates approach in relation to preparing responses for Parliamentary Questions;
(e) Work was continuing on reporting on the business planning tool within the Scorecard; and
(f) Further thought could be given to providing targets where these did not currently exist, such as diversity.
8. The Strategic Board agreed:
(a) That information from the Business Planning Tool should be included in the next Scorecard report;
(b) That further thought should be given to the development of a flagging system which would alert Directors General and the Board to potential areas of concern;
(c) There should be greater clarity around the achievability of targets; (Action: Performance Division) and
(d) There would be a discussion on the efficiency target at the next Board meeting. (Action: Director General Economy)
Agenda Item 5: Finance Director's Report (SB(09)46)
9. Alyson Stafford provided an update on the three years 2008-09, 2009-10 and 2010-11.
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
10. The draft accounts would be circulated to the Board prior to discussion at the Board meeting on 17 September. The accounts were scheduled for consideration by the Scottish Government Audit Committee on 22 September and would be published by the end of September.
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
11. Points made in discussion:
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
Agenda Item 6: Pandemic Influenza A(H1N1) - Scottish Readiness Assessment (SB(09)47)
12. Joe Griffin introduced paper SB(09)47 which outlined Scotland's State of Readiness for a Flu Pandemic. Returns on planning activity on preparedness from the ten key Directorates, and readiness assessments from Strategic Coordination Groups had been received. This was the first time that this information had been collated in this way and it represented a snapshot in time, of Scotland's state of readiness.
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
13. Points made in discussion:
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(a) It would be helpful if rural aspects could be embedded routinely into contingency planning;
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
14. The Strategic Board agreed:
(a) That the Readiness Assessment was helpful; and
(b) That the proposed PFCC should be established. The PFCC should be included within existing governance arrangements. It should include representation from Human Resources and Finance. (Action: Scottish Resilience)
Agenda Item 7: Internal Audit Plans: 2009/10 to 2011/12 (SB(09)48)
15. Alistair May introduced paper SB(09)48. The final internal audit plans for core Scottish Government portfolio plans for 2009/10 attached to the paper were the result of extensive consultation and review by Portfolio Audit Committees (PACs), Scottish Government Audit Committee (SGAC) and by Directors General and Directors. The plan showed the auditable areas in risk priority order.
16. Points made in discussion:
(a) The SGAC had reviewed and agreed the plans;
(b) Careful management of the audit programme and ensuring completion of audits to the target timetable would assist in managing the expectations of the PACs; and
(c) Work continued on the connections and relationships between the Government's internal audit and Audit Scotland.
17. The Strategic Board agreed:
(a) The planned programme for internal audit reviews for 2009/10. (Action: Alistair May: Internal Audit Division)
Agenda Item 8: Any Other Business
18. David Fisher updated the Board on two actions previously agreed, in relation to the Remuneration Group (RG). Mr Fisher, as chair of the RG, was to meet with Bill Bound, as chair of the SGAC, on 20 August.
Part of the record of discussion under this agenda item is considered exempt from publication at this time and has been redacted.
Date of Next Meeting
19. Thursday, 17 September at SAH, Edinburgh at 9.00am.
Cabinet and Corporate Business Secretariat
August 2009