Strategic Performance Framework - latest performance results for Legal and Democratic
North Lanarkshire Council · 13 September 2023
Back to Finance and Resources Committee — 13 September 2023 and its agenda
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North Lanarkshire Council Report Finance and Resources Committee Does this report require to be approved? ☒ Yes ☐ No Ref AA Date 13/09/23 Strategic Performance Framework - latest performance results for Legal and Democratic From Archie Aitken, Chief Officer (Legal and Democratic) E-mail AitkenA@northlan.gov.uk Telephone 07939 280102 Executive Summary Reference is made to the report considered by the Committee on 1 March 2023 which set out in detail the structure of the Service and provided an outline of performance achievements at that point in time. This report provides members with an update on the performance of the various Service areas set out in Appendix1. Recommendations It is recommended that the Finance and Resources Committee: (1) Reviews the high-level performance overview presented in Appendix 1, and the supporting data contained within the linked Excel spreadsheet and identify where further information is required to understand or investigate performance further. The Plan for North Lanarkshire Priority All priorities Ambition statement All ambition statements
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1. Background 1.1 There are six inter-related strategic frameworks which are key to assessing the success of The Plan for North Lanarkshire and monitoring delivery towards achieving the overall vision by ensuring each stage is appropriately aligned, planned, guided, implemented, and governed. 1.2 These frameworks focus on ensuring a corporate one council approach in respect of Policy, Governance, Performance, Self-Evaluation, Project Management, and Demonstrating Improved Outcomes for Communities. 1.3 The Strategic Performance Framework comprises performance measurement at three levels (as per the diagram on the right). This aims to collectively provide an overview of performance to help understand the impact of council activities on improving services and outcomes for the people and communities of North Lanarkshire. The measures in this Framework allow for day to day activities, and progress towards achieving the long- term vision set out in The Plan for North Lanarkshire, to be regularly monitored, reported, assessed, and scrutinised. 1.4 The Strategic Performance Framework is aligned to the Accounts Commission statutory direction which places a requirement on councils to report a range of information in terms of (1) improving local services and outcomes, and (2) demonstrating Best Value. Key points of note in this respect are that the Accounts Commission also expect to see: (a) A balance in reporting areas of improvement that have been achieved and not achieved. (b) Reporting that is undertaken in a timely manner. (c) Easy access to performance information for all citizens and communities. 1.5 A Performance Reporting Schedule supports the timely submission of a range of performance information that facilitates Elected Members and senior management to undertake regular performance reviews that inform scrutiny, challenge, and decision making processes. This Schedule, endorsed by the Audit and Scrutiny Panel in February 2023, includes Chief Officer’s individual six monthly Performance Reviews at Service Committees in line with the Strategic Performance Framework. 1.6 This report therefore presents the Finance and Resources with the latest performance results for Legal and Democratic for Members’ further review and scrutiny. 2. Strategic Performance Framework Finance and Resources Committee responsibilities 2.1 In line with the terms of reference outlined in the Scheme of Administration, the Finance and Resources Committee is responsible for monitoring and reviewing performance information for the following Ambition Statements from The Plan for North Lanarkshire: 21. Continue to identify and access opportunities to leverage additional resources to support our ambitions. 25. Ensure intelligent use of data and information to support fully evidence based decision making and future planning.
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2.2 The high-level performance overview in Appendix 1 presents Members with a summary of the latest results for each performance indicator within the remit of the Chief Officer (Legal and Democratic). 2.3 The information in Appendix 1 comprises the following: • An ideal direction arrow - this indicates whether a higher or lower figure is the preferred direction of travel. • Measurement unit - for example whether the result is a %, a number, a unit cost (in £), or a ratio. • Performance results for the last five financial years (depending on availability of data) along with the latest year’s target and corresponding RAG status (for indicators where it is appropriate to set targets). • The most recent monthly or quarterly results, along with the corresponding target and RAG status. Note the inclusion of this information is dependent on the measurement frequency of the indicator and availability of data as at the time of reporting. • A trend graph - this captures the direction of travel achieved over the five financial years and includes the most recent monthly or quarterly results where available. • Comments - narrative summarising the current position and providing an explanation for any significant variations in performance. Where applicable, this narrative also highlights the effect of the pandemic on service delivery, e.g. any increase or decrease in the volume of transactions or enquiries processed. 2.4 A large volume of data supports the high-level performance overview in Appendix 1. This is outlined in the latest performance results for Legal and Democratic Excel spreadsheet which is available through the following link for Members to carry out a deep dive and review and scrutinise each performance indicator further. The Menu on the second tab of the spreadsheet contains built in hyperlinks that automatically take the user to a tab for each performance indicator and therefore provides a useful navigation aid to review the contents of the file. • Latest performance results for Legal and Democratic.xlsx Current context 2.5 The Service continues to review and implement efficiencies in service delivery, for example, in front-facing areas such as Licensing and Registration where there is a requirement to deal expeditiously and effectively in appropriately managing customer expectations. Recent performance highlights 2.6 Notwithstanding the continuing high performance in the processing of Freedom of Information requests and in the work undertaken by the Registration Service, which are A higher figure is better A lower figure is better Key to RAG status Performance is on target and/or within acceptable thresholds Performance does not meet target and is outwith acceptable thresholds Performance surpasses the target and exceeds expectations
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both assessed by national regulators in terms of the quality of service provision, and reported to Committee on an annual basis, these will continue to be monitored so as to ensure that each Service area achieves the best possible performance outcomes. Where Service, areas such as the administration of placing request appeal hearings, continue to achieve their optimum target year on year then consideration will be given as to whether these indicators should continue to be reported, in terms of the provision of meaningful performance information. Areas of performance requiring improvement 2.7 With reference to Appendix 1, the reason for the red status in respect of the increased cost per hour for legal services is set out in the comments column. In essence, this is due to a combination of increased staffing costs, due to national collective bargaining, together with the associated on-costs, and the filling of a number of vacancies leading to an increase in the number of chargeable hours. With regards to the hours spent providing legal services, this figure was revised following a reduction in sickness absence leading to an increase in the overall staff time recorded. As these are factors outwith the control of the Service, consideration will need to be given to an adjustment of the targets so that these reflect the position going forward. Next steps 2.8 As noted in paragraph 1.5, the Strategic Performance Framework is supported by a Performance Reporting Schedule. This sets out the arrangements for service, statutory, and Strategic Performance Framework reporting to committee. In this respect Finance and Resources Committee can expect to receive the following in respect of Legal and Democratic during 2023/24. Report Description Committee cycle Freedom of Information annual report This report provides details of the number of Freedom of Information (FOI) and Environmental Information Requests (EIR) received by the council during the previous financial year and those completed by the statutory deadlines and also provides further comparative and ancillary information. • Latest report in November 2022: https://mars.northlanarkshire.gov.uk/egenda/images/att99389.pdf Cycle 3 in 2023 Registration service performance This report provides an update on the performance of the registration service, for the latest calendar year. The performance of the Registration Service provided is monitored annually by the District Examiners from National Records of Scotland. Note production of this report relies on the timely receipt of the respective performance data from the National Records of Scotland (NRS). • Latest report in May 2021: https://mars.northlanarkshire.gov.uk/egenda/images/att96131.pdf Cycle 1 in 2023 Annual data protection report This reports on the council’s data protection compliance and activity for the latest financial year in lined with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) which came into force on 25 May 2018. The report is from the council’s Data Protection Officer (DPO) and provides an update, following the introduction of the legislation, in relation to data sharing, breaches, complaints, and training. • Latest report in March 2023: https://mars.northlanarkshire.gov.uk/egenda/images/att100062.pdf Cycle 1 in 2024
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3. Measures of success 3.1 Measures of success include: • Regular oversight and monitoring of performance across the organisation to gain assurances in terms of governance and accountability. • Regular review and challenge processes to scrutinise the performance of the council to ensure effective use of resources and that resources are directed in accordance with agreed policy and according to priorities, while ensuring sound decision making and clear accountability for the use of resources in achieving improved outcomes for service users and the local community. • Performance monitoring, management, and reporting arrangements that support the demonstration of improved performance in local services and outcomes, and the delivery of Best Value. 4. Supporting documentation 4.1 Appendix 1 - High-level performance overview Archie Aitken Chief Officer (Legal and Democratic)
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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 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 been discussed and agreed with People Resources? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 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 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? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact?
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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? 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? 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. 5.11 Children’s rights and wellbeing impact Does the report contain any information regarding any council activity, service delivery, policy, or plan that has an impact on children and young people up to the age of 18, or on a specific group of these? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact and the provision that has been made to ensure there has been appropriate consideration of the relevant Articles from the United Nations Convention on the Rights of the Child (UNCRC). If Yes, has a Children’s Rights and Wellbeing Impact Assessment (CRWIA) been carried out? Yes ☐ No ☐
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Appendix 1 Legal and Democratic High-level performance overview - as at July 2023 2023/24 ytd (for monthly or quarterly monitored indicators only) Freedom of information - % of requests responded to within 20 working days i112 higher figure is better % 98.3 98.8 94.6 98.3 98.9 100.0 green gre en only measured annually 100.0 Legal services - cost per hour of providing the legal service function i102 lower figure is better £ £47.26 £30.15 £32.01 £32.48 £35.66 £32.19 red red only measured annually £33.46 The total cost of the service has increased due to an increase in annual salary and oncosts across all grades. The total chargeable hours have also increased due to an increase in the number of FTE staff. There is no control or means to predict these changes. These factors account towards the reported figure being outwith the target threshold. Legal services - hours spent delivering legal services as a percentage of all staff hours in the service i101 higher figure is better % 84.3 80.9 80.8 81.8 76.5 82.0 red red only measured annually 83.0 The total number of staff hours increased due to a reduction in sickness absence. There is no control or means to predict the sickness absence rate. This factor accounts towards the reported percentage being outwith the target threshold. Registration of events - % of entries without errors i125 higher figure is better % 99.4 99.2 99.0 97.9 100.0 only measured annually 100.0 Data for this indicator is provided by the General Register of Scotland for each calendar year; latest data received showing performance of 97.9% covers the year calendar year 2021. Children's panel expenses - % processed and passed for payment within 3 working days i122 higher figure is better % new measure from 2023/24 year end onwards only measured annually 100.0 Appeals hearings - % acknowledged within 5 working days i035 higher figure is better % 100.0 100.0 100.0 100.0 100.0 100.0 green gre en only measured annually 100.0 Appeals hearings - % heard within 28 calendar days i036 higher figure is better % 100.0 100.0 100.0 97.9 100.0 100.0 green gre en only measured annually 100.0 Appeals hearings - % decision notifications made within 14 calendar days i037 higher figure is better % 100.0 100.0 100.0 100.0 100.0 100.0 green gre en only measured annually 100.0 trend comments 2023/24 RAG status (for monthly or quarterly monitored indicators only) Indicator id ideal direction unit of measurem ent 2018/19 2019/20 2020/21 2021/22 2022/23 2022/23 target 2022/23 RAG status 2023/24 target 80.0 85.0 90.0 95.0 100.0 2018/19 2019/20 2020/21 2021/22 2022/23 £20.00 £30.00 £40.00 £50.00 2018/19 2019/20 2020/21 2021/22 2022/23 70.0 80.0 90.0 100.0 2018/19 2019/20 2020/21 2021/22 2022/23 80.0 85.0 90.0 95.0 100.0 2018/19 2019/20 2020/21 2021/22 2022/23 80.0 85.0 90.0 95.0 100.0 2018/19 2019/20 2020/21 2021/22 2022/23 80.0 85.0 90.0 95.0 100.0 2018/19 2019/20 2020/21 2021/22 2022/23 0.0 20.0 40.0 60.0 80.0 100.0 2018 2019 2020 2021