Mandatory Learning
North Lanarkshire Council · 18 May 2023
Back to Audit and Scrutiny Panel — 18 May 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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North Lanarkshire Council Report Audit and Scrutiny Panel Does this report require to be approved? ☐ Yes ☒ No Ref PM/FW Date 18/05/23 Mandatory Learning From Fiona Whittaker, Chief Officer People Resources E-mail whittakerf@northlan.gov.uk Telephone Executive Summary To support the Council in ensuring that staff are aware of and fully understand key statutory and legislative requirements associated with the Council, they must complete six mandatory e-learning modules on a two-yearly basis. The six e-learning modules are available on LearnNL and cover Data Protection, Information Security, Managing Risk, Records and Information Management, Conflict of Interest and Counter Terrorism (PREVENT). Work is currently underway to create an appropriate learning resource for frontline staff to provide them with the required knowledge in the areas of Data Protection and Information Security and Records and Information Management which is at a level relevant to their role. To monitor completion levels across all Services, information is provided to the Data Governance Board on a quarterly basis on Data Protection, Information Security, Managing Risk and Records and Information Management. More recently, the Corporate Management Team has sought further information on completion levels across all mandatory modules to tackle areas where levels are low. This information has been presented to each SMT with individual reports sent to all Chief Officers highlighting all staff who have yet to complete their mandatory learning. There is a commitment to get levels of completion across all mandatory e-learning modules to 100% and this report outlines how the Council identifies, ensures and gains assurance that staff are aware of their responsibilities to ensure they have undertaken the mandatory learning modules. Recommendations It is recommended that the panel: 1) Endorse the approach to more closer monitoring of completion rates across the Council 2) Acknowledge the work which has been undertaken by the Talent and Organisational Development Team in conjunction with Business and Digital to increase completion levels across all Services 3) Endorse the approach for frontline staff which will introduce learning activities covering mandatory learning areas relevant to their role
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1. Background 1.1 Mandatory learning has been an essential requirement for all staff in the Council for many years. The modules form part of our corporate induction as well as being available to all staff on LearnNL. With the introduction of LearnNL in June 2020, the content of all mandatory e-learning modules was reviewed and new, refreshed and robust e-learning modules were created for staff to complete on a two-yearly basis. 1.2 The mandatory learning modules which must be completed and refreshed on a two- yearly basis by all staff are: • Data Protection • Data Protection Advanced (Managers and staff identified by their Service who regularly handle personal information only) • Information Security Awareness • Introduction to Risk Management • Records and Information Management • Conflict of Interest • PREVENT 1.3 The purpose of having mandatory learning modules for all staff is to ensure they understand their responsibilities and the legal and statutory obligations which affect their roles. There is a risk where employees do not complete these e-learning modules that they will not understand the impact of actions which they may take. The modules have been developed (in conjunction with subject matter experts) to cover the key essential information which all staff need to ensure they have the required knowledge to avoid situations such as data breaches. 1.4 LearnNL allows both employees and managers to keep track of completion status for each module. Completions for employees can be viewed within their learning dashboard with each module ‘ragged’ with a due date for completion. Managers can also view this information on their team dashboard allowing them to monitor completion levels across their teams. 1.5 Completion levels are monitored by the Talent and OD (TOD) team on a monthly basis and information is provided to Chief Officers and managers as and when required. On a quarterly basis, information on completion levels for Data Protection, Information Security, Risk Management and Records and Information Management is provided to the Data Governance Board. 1.6 This report provides members with an overview of the approach taken to mandatory learning to ensure staff are undertaking the modules as well as future proposals for increasing completion levels across all Services. 2. Report The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition statement (23) Build a workforce for the future capable of delivering on our priorities and shared ambition
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2.1 The TOD team has been working with Business and Digital and the Data Governance group over the past 18 months to help increase awareness of the importance of completing all mandatory e-learning modules on LearnNL. This work has included reviewing and refreshing content, creating and developing robust reporting mechanisms for the Data Governance Board and working together to create toolbox talk type training for frontline staff. 2.2 A number of activities have taken place to raise awareness of the necessity for staff to complete all mandatory learning modules. This has included communication campaigns, promotion of modules in the Corporate Induction and visibility of the modules on everyone’s learning record. As at the end of March 2023, completion levels still average around 50% for the Council with Service levels detailed below (please note, these numbers do not include front line staff from Enterprise and Communities). 2.3 To ensure the data is as up to date as possible, completion levels are calculated on the basis of the number of completions in the past two years against the headcount in the Service. Within each Service there is a turnover in the numbers of staff, the headcount number therefore is taken from iTrent at a point in time which reflects the most accurate picture of the staff levels within the Service. This gives a percentage within the Service as to how many staff have completed the module. 2.4 On a quarterly basis, this data is presented to the Data Governance Board for scrutiny. The data presented does not include information on Conflict of Interest or PREVENT, this information is maintained by the TOD team and provided as and when required to Chief Officers and managers. The purpose of reporting this information on a quarterly basis is to ensure the Data Governance Board is aware of the levels of completions and monitor hotspot areas for low levels of completion. 2.5 As a result of this reporting structure, TOD in conjunction with Business and Digital has taken actions to increase completion rates. Completion rates have increased from 31% Council wide in April 2021 to 50% in March 2023. It is recognised that significant work is still required to improve this completion rate to 100% Council wide.
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2.6 At present, frontline staff do not complete the online e-learning modules and are therefore not included in this data. The approach for frontline staff is covered in the next section. Planned actions 2.7 As mentioned above, a number of key activities are already underway to ensure staff are completing their mandatory e-learning modules. This will continue and include: 2.7.1 Continued use of all user emails to promote mandatory learning. As part of the TOD team communications strategy for the year, regular emails will be sent out to highlight the importance of completing mandatory learning. 2.7.2 On a monthly/bi-monthly basis, the People Resources team issue a manager’s newsletter. Within this newsletter there is a dedicated article for learning and development which is used to promote upcoming activities as well as mandatory learning. This us a standing item and will continue to be included in the newsletter. It highlights the importance of checking the team dashboard on LearnNL and that it is a manager’s responsibility to ensure their staff are up to date on all their learning requirements. 2.7.3 LearnNL issues reminders to staff and their line managers when training is due. We will enhance this offering to set the system to email all staff who have not completed learning on a weekly basis until the learning has been completed. 2.7.4 Continued reporting to the Data Governance Board. This approach has raised awareness across the organisation as to the importance of completing mandatory e-learning. 2.8 While the above actions will continue, it is recognised that a more focussed approach is also required which will hold staff, managers and Chief Officers to account for ensuring mandatory learning is completed by all staff. The Corporate Management Team (CMT) have recently requested information on completion levels across all Services which has resulted in reports being sent to individual Chief Officers with details of all staff within their Service who have not completed the mandatory learning. 2.9 The intention of these reports is to highlight to Chief Officers where the hotspots are in their Service for non-completion. Chief Officers are then in a position to identify how best to increase uptake in their Service. These reports will be provided to Chief Officers on a monthly basis from April 2023 to monitor the situation within their Service. 2.10 To ensure accuracy of data within these reports, work is underway with the Workforce Analytics team to ensure the data feed containing employee information from iTrent to LearnNL is up to date and leavers from the Service are not included which could affect the data. 2.11 As mentioned in 2.8, from April 2023 Chief Officers will automatically receive a report from LearnNL detailing the staff in their Service who have not completed the learning. This information will also be reported at Service SMTs quarterly to ensure that all Chief Officers are taking responsibility for completion levels within their Service. This targeted approach has been approved by CMT who are confident that this will significantly increase awareness of the importance for staff to complete the modules and highlight the risk it poses to the organisation if people are not equipped with this knowledge. Support for this process will be provided by the new CMT Support Team.
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2.12 Paragraph 2.3 highlights above that four (plus Data Protection Advanced) of the mandatory learning modules are reported to the Data Governance Board on a quarterly basis. The remaining two modules, Conflict of Interest and PREVENT are not currently reported to any group. This information will be included in the information provided to Chief Officers on a monthly basis and reported to SMTs on a quarterly basis as detailed in 2.10. Frontline Staff 2.13 LearnNL is available to all staff including frontline staff. ‘Frontline’ covers a wide range of staff within the Council with different levels of knowledge required. For mandatory learning, all frontline staff with the exception of staff within Enterprise Communities should be completing all mandatory e-learning modules on LearnNL. The TOD team have been working with the Service and subject matter experts from Business and Digital and the Data Governance Groups to create relevant modules for frontline staff within Enterprise and Communities. 2.14 The priority mandatory learning for this group of staff is Data Protection and Information Security and Records and Information Management. The learning materials have been created and have been amended and reviewed based on feedback from subject matter experts. A programme of training is now in place within the Service to upskill all relevant frontline staff. 2.15 The modules have been created in a format which can be used in multiple ways to allow the training to reach different audiences. It will be delivered using a blended approach to include e-learning, classroom based sessions, online sessions, toolbox talks and self-directed learning activities. 2.16 Completion of these modules is underway and will be reported as part of the data which is provided to the Data Governance Board quarterly as well as Chief Officers on a monthly basis. 2.17 Based on the actions outlined in this report, members can be confident that Council identifies, ensures and gains assurance that staff are aware of their responsibilities to ensure they have undertaken the mandatory learning modules. 3. Measures of success 3.1 The measures of success will include: - Increase in completion levels across all Services. - Staff are knowledgeable in key statutory and legislative requirements. - Reduction in data breaches as staff know and understand their responsibilities. - 4. Supporting documentation Appendix Picture 1 – Learner Dashboard on LearnNL Picture 2 – Manager Dashboard on LearnNL
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Fiona Whittaker Chief Officer People Resources
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality- and-fairer-scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☐ No ☒ If Yes, have all relevant financial impacts have been discussed and agreed with Finance? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☒ No ☐ If Yes, have all relevant HR impacts have been discussed and agreed with People Resources? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Staff may require time off to attend learning events 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi?
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Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for significant technology change, has an assessment been carried out (or is scheduled to be carried out) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? TOD already have a communications plan in place with the Communications team 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? If mandatory learning does not reach 100% compliance across the Council, there is a risk that staff are not aware of statutory and legislative requirements associated with their role. This could result in the potential for an increase in data breaches. 5.10 Armed Forces Covenant Duty Does the report require to take due regard of the Armed Forces Covenant Duty (i.e. does it relate to healthcare, housing, or education services for in-Service or ex- Service personnel, or their families, or widow(er)s)? Yes ☐ No ☒ If Yes, please provide a brief summary of the provision which has been made to ensure there has been appropriate consideration of the particular needs of the Armed Forces community to make sure that they do not face disadvantage compared to other citizens in the provision of public services.
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Appendices Learner Dashboard on LearnNL – this shows the view for learners when they log into their account. It shows which mandatory learning modules have been completed and those awaiting completion with a due date. Manager dashboard on LearnNL – picture 1 gives managers a visual of how many people have completed the learning. Picture 2 shows those who have yet to complete the learning and the date it was due. Picture 1
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Picture 2 (names have been removed)