Quarterly Performance Management Report 2004-05
Quarter 1 Report: April – June 2004
Contents
Section 1 : Summary
1.1 Priority
Improvement Areas Page 5.
1.2 Best
Value Reviews Page 5.
Section 2 :
Performance Management & Assessment – By Portfolio Page 6.
Including information on the following areas
·
Key Achievements for the Quarter
·
Areas to Watch and action to be taken
·
Updates on Areas to Watch reported in previous quarters Q1 - Q2 – Q3 –
Q4 (2003-04)
·
Performance Management information on: – Key Performance Indicators
& PSA targets
2.1 Adult
& Community Services - Page 7 – 11.
2.2 Resources Page 12.
Section 3 : Finance Report Page 13 – 14.
3.1 Executive Revenue
3.2 Capital Report
Section 1 : Summary – Quarterly Performance Management Report 2004-05
Quarter 1 (April – June)
1.1 Priority
Improvement Areas
·
Housing Benefits
Performance continues to improve since IT problems were resolved and is
now within the Government upper quartile targets for June. Fast track guarantee
for new claims completed correctly is now in operation.
1.2
Best Value Reviews
·
Benefits
The review work is finished, and the
improvement plan has been approved by the Executive and is now being
implemented.
SECTION 2 : PERFORMANCE
MANAGEMENT & ASSESSMENT – BY PORTFOLIO
This section of the report shows the progress
and achievements that have been made in each of the Portfolios of the
Council. The report records and
demonstrates:
·
The key achievements for the Quarter
·
The identified Areas to Watch and the agreed
action to be taken
·
Updates on the previously recorded Areas to
Watch from 2003-04 Quarters 1, 2, 3 & 4
·
Performance Management Information - updates on the Key Performance Indicators
(KPI’s) and PSA targets
How
are targets judged?
Has the Target been achieved?
The year end target has now been profiled across the
four quarters. Each service area has
assessed the projected performance and service targets accordingly. The comments box is used by services to
explain the data and describe the actual performance.
Level of performance against the quarterly
target:
·
will be ‘higher’ if the level of performance meets or exceeds the quarterly target ì
·
will be ‘level’ if performance is just below the quarterly
target (within 5% of the quarterly target) è
·
will be ‘lower’ if the level of performance is lower than the
quarterly target by more than 5% î
Areas to Watch & risk
assessment:
This section of the report has been
previously limited to identifying the Areas to Watch, the proposed action to be
taken and then the quarterly updates.
However, there are specific risks also attached to the Areas to
Watch. Using the Council’s Risk
Management Framework a risk assessment score has now been applied to each
issue. The intention is to use this
information to identify and focus in on the strategic Areas to Watch for the
Council, enable greater debate and dialogue and to better manage risk and
improve the performance of the Council.
Heads of Service in
identifying the Areas to Watch have also assessed the potential risk attached
to the Areas to Watch (new and previously reported) that they supply to this
report. This report presents the Risk
Assessment Score. Risk Assessment Score
= Impact of the Area to Watch happening or continuing x Likelihood of the Area
to Watch happening or continuing. Both
the Impact and Likelihood are individually assessed with a score from 1-4:
Scoring the Impact & Likelihood for each
Area to Watch involves applying a value of between 1 and 4, with four
representing the worst possible case. 1=low impact, 2 medium, 3 high and 4=
very high. The highest score should be
for those top level Areas to Watch likely to affect the future CPA score.
For example – Insufficient Highway Maintenance Budget
= Risk Score = 16 (impact =4 x likelihood=4)
2.1 PORTFOLIO: ADULT & COMMUNITY
SERVICES
CORPORATE
OBJECTIVE: Improving
health, housing & the quality of life
|
Key
Achievements Quarter 1 – 2004-05 |
|
Housing Strategy formally approved as fit for
purpose by the Government Office for the South East |
|
The
Adult and Community Learning Service, with the Record Office and the Museum
Schools Service, has made a successful bid for “TrEACL” funds from the
National Organisation for Adult Learning.
£19,870 has been awarded to develop an online portal introducing
local Island history to groups engaged in Family Learning programmes. |
|
100%
of the first year student intake at Ventnor Botanic Garden passed the Royal
Horticultural Society General examination. |
|
25%
increase in Direct payments for Social Services |
|
Continued quarterly
achievement of PSA Target 7 - Increase the number of young people who are getting
treatment for drug or alcohol dependency (Drug Action Team) The project has now achieved 84% of the
target, which is expected by March 2006. |
|
PSA target 4 B&B
accommodation for families with children, the numbers of families has
continued to fall and the quarterly target has been achieved |
|
Areas
to Watch Quarter 1 – 2004-05 |
|
|
|
Area to Watch |
Action to be taken |
Risk Assessment |
|
Homelessness
– The Service is forecasting to exceed the annual figure for the numbers of
homelessness by the end of year. 300
is the target and 321 is currently forecasted. |
The
Service will continue to review, monitor and implement homelessness prevention
measures as specified in the Homelessness Action Plan. |
Risk
Score = 9 |
|
Possible
withdrawal of a key provider of Adult and Community Learning activities from
the ACL programme. |
Urgent
discussions with provider imminent. |
Risk Score = 4 |
|
Robust
targets for new Direct Payments cases |
So
far on target |
Risk Score = 4 |
|
Areas
to Watch – Previous Quarters 2003-04 |
||||
|
Quarter Reported |
Area to Watch |
Action to be taken |
New Update |
Risk Assessment |
|
Q3/Q4 2003-04 |
The Council’s licence to hold
public records is due for renewal, having previously been renewed on a
temporary basis |
Action is being taken to
secure funding to look at the feasibility of creating new storage facilities |
Members have recommended
a Task Group of Members and officers be established as a matter of urgency,
to examine the full range of options open to the Council, to solve this
problem. Members have recommended
that the Council make formal its commitment to retention of key public
documents on the Island. |
Risk Score = 12 |
|
Quarter Reported |
Area to Watch |
Action to be taken |
New Update |
Risk Assessment |
|
Q4 2003-04 |
Occupational
Therapy integration |
Requirement
to sign a section31 agreement/ pooled budget for Hospital and Social
Services-based Occupational Therapists.
|
Section
31 agreement still needs to be signed off to establish the pooled budgets |
Risk Score = 6 |
|
Q1/Q2/Q3/Q4 2003-04 |
The
Directorate is expected to reduce the number of placements made in
residential and nursing homes and support people at home with intensive home
care. The difficulty is the current lack of home care provision. |
The
hourly rate we pay for providers for home care has been increased to try and
push up the wages and attract more people to this area of work. |
Broadly on line with
Residential placements and home care increasing. Locality tenders advertised the week commencing 19th
July. Project plan on target. 23 tender document packs were
sent out , with a return date due in early September |
Risk Score = 6 |
PERFORMANCE MANAGEMENT
INFORMATION – KEY PERFORMANCE INDICATORS
Please note that the figures
in brackets are the quarterly target profile figures for each of the
Indicators.
|
Corporate
Priority (Corporate
Plan 2002-05) |
KPI
Description |
Q1 - 2004 Apr- June (profile) |
Q2 - 2004 July-Sept (profile) |
Q3 - 2004 Oct-Dec (profile) |
Q4 - 2005 Jan-Mar (profile) |
Target 2004-05 |
Comments |
|
|
Performance
Assessment Actual Against Profile |
ìèî |
Actual 2003-04 |
|
|||||
|
Improving the availability
of affordable housing |
1.
Homeless households
accepted this quarter – The number of applicants accepted as priority
homeless under the Homelessness Act (Local Indicator) |
92 |
|
|
|
300 |
The
number of homelessness households has exceeded the quarterly target. Housing Services will be piloting a new
procedure from July 2004 to ensure a reduction in the number of acceptances
to the profile level. This will be reported next quarter. |
|
|
(71) |
(67) |
(76) |
(86) |
|||||
|
î |
|
|
|
391 |
||||
|
2. The number of Social Housing properties let
this quarter (Local Indicator) |
105 |
|
|
|
450 |
This
is a new indicator and does not include transfer or exchanges. |
||
|
(112) |
(113) |
(112) |
(113) |
|||||
|
î |
|
|
|
NA |
||||
|
3. Affordable Housing – the
number of affordable housing units built this quarter (Local Indicator) |
11 |
|
|
|
150 Housing Strategy (62 actual) |
The
target of 150 new homes delivered will not be met as funding for the 2004/05
and 2005/06 years was only decided in December 2003 and schemes included in the
original projections will not practically complete until the 2005/06
financial year as they are large schemes including more than one development
phase. Target
for 2005-06 = 200 new housing units |
||
|
(11) |
(31) |
(2) |
(18) |
|||||
|
ì |
|
|
|
81 |
||||
|
Improving health, housing
& the quality of life for all |
4. The actual number of people on the IOW who are
using the Direct Payments Scheme to choose and arrange their own social care
services (Local Indicator) |
45 |
|
|
|
175 |
The target has been met for
the first quarter |
|
|
(44) |
(75) |
(120) |
(175) |
|||||
|
ì |
|
|
|
47 |
||||
|
Promoting community
learning |
5. Number of physical
visits per 1,000 population to public library premises (BVPI 117 – Indicator) |
1,923 |
|
|
|
7,000 |
Visits have exceeded the target figure and are
currently on track to rise by 10% over the year due to People’s Network –
access to computers and the internet.
There were 321 more visits this quarter than the same period last year
(1,602 Q1 2003-04) |
|
|
(1,750) |
(1,750) |
(1,750) |
(1,750) |
|||||
|
ì |
|
|
|
7,040 |
||||
|
6. Number of internet &
telephone renewals & reservations this quarter (Local Indicator) |
|
|
|
|
|
Figures not available due
to technical problems collecting the data.
Results will be published next quarter. However, we continue to
have the best results for delayed discharges across the region |
||
|
|
|
|
|
|||||
|
|
|
|
|
|
||||
|
7. Number of users of the
Mobile Library Service (including housebound service) this quarter (Local Indicator) |
3,281 |
|
|
|
16,500 |
User numbers are well down on last year’s
figures, primarily because of unplanned closures due to driver shortage. 25 days service have been missed over the
first quarter. A new relief driver and mobile library assistant have been
appointed and started to cover some of the routes that have not been visited
for 3 months |
||
|
(4,125) |
(4,125) |
(4,125) |
(4,125) |
|||||
|
î |
|
|
|
NA |
||||
|
8a. The number of visits
to/usages of museums per 1,000 population compared with the same quarter a
year ago (BVPI 170a) |
213 |
|
|
|
750 |
Profile of first quarter is 30% of target. Overall target figure has been amended
from 775 as it was intended to include data from Archaeology (not now
possible). |
||
|
(225) |
|
|
|
|||||
|
è |
|
|
|
744 |
||||
|
Promoting community
learning |
8b. The number of visits to
museums that were in person per 1,000 population compared with the same
quarter a year ago (BVPI 170b) |
191 |
|
|
|
625 |
The quarterly target has bee achieved. The Profile has been adjusted to account
for seasonal fluctuations |
|
|
(187) |
|
|
|
|||||
|
ì |
|
|
|
611 |
||||
|
8c.The number of pupils
visiting museums & galleries in organised school groups compared with
same quarter a year ago (BVPI 170c) |
7,858 |
|
|
|
16,000 |
Profile of first quarter is 45% of annual target. There were 922 more pupil visits this quarter
than the same period last year (6,936 pupil visits Q1 2003-04) |
||
|
(7,200) |
|
|
|
|||||
|
ì |
|
|
|
15,969 |
||||
|
9. Number of learners in
IWC supported provision this quarter (IW College, Family Learning Centres
etc) Data will refer to previous school term rather than calendar quarter (Local Indicator) |
732 |
|
|
|
1,980 |
Increase in learner numbers are due to improved
partnership working with the IW College and development of new creative and
arts programmes. There were 351 more
visits this quarter than the same period last year (381 learners recorded in
Q1 2003-04) There will be no
information for Q4 as ACL operate on
3 Academic Terms. The Yearly target
is less than last years actual due to a reduction in funding to offer courses
and student places. |
||
|
(495) |
(495) |
(990) |
NIL |
|||||
|
ì |
|
|
|
2,445 |
||||
|
Corporate
Objective |
PSA Target &
Summary |
Q1 - 2004 Apr- June |
Q2 - 2004 July-Sept |
Q3 - 2004 Oct-Dec |
Q4 - 2005 Jan-Mar |
Target 2004-05 |
Comments |
|
(profile) |
(profile) |
(profile) |
(profile) |
Actual 2003-04 |
|||
|
Improving the health,
housing and quality of life for all |
4. Housing Reduce the number of
families with children & other households in B&B accommodation |
5 |
|
|
|
13 |
The target has been achieved
and the number of families in B&B accommodation has continued to fall |
|
(23) |
(20) |
(17) |
(13) |
||||
|
ì |
|
|
|
21 |
|||
|
5. Social Services Rehabilitation care for
older people & a reduction in delay of discharges from hospital |
|
|
|
|
D41 – 6 C28 – 10 C26 - 88 |
Data not available in
quarter 1 due to data input problems.
The results will be published in quarter 2 report` |
|
|
|
|
|
|
||||
|
|
|
|
|
D41 – 0 C28 – 7.36 C26 - 96 |
|||
|
7. Increase the number of
young people who are getting treatment for drug or alcohol dependency (Drug
Action Team) |
713 |
|
|
|
852 by 31 March 2006 |
The project has continued to
meet the targets set for the project and has now already achieved 84% of the
lifetime targets. |
|
|
(852) 31-03-06 |
(852) 31-03-06 |
(852) 31-03-06 |
(852) 31-03-06 |
||||
|
ì |
|
|
|
689 total |
PERFORMANCE MANAGEMENT
INFORMATION – LOCAL PUBLIC SERVICE AGREEMENT TARGETS
Please note that the figures
in brackets are the quarterly target profile figures for each of the Indicators
2.2 PORTFOLIO:
Resources
CORPORATE OBJECTIVES: Making it Happen
|
Key
Achievements Quarter 1 – 2004-05 |
|
Housing
Benefits performance on new claims and change of circumstance are within the
upper quartile of performance for June. |
|
Housing
Benefits have secured a reduction in days lost through sickness per month of
60% over quarter 1 compared with the same quarter last year 2003-04 |
|
Areas
to Watch Quarter 1 – 2004-05 |
||
|
Area to Watch |
Action to be taken |
Risk Assessment |
|
Housing
Benefits – high levels of sickness and absence |
The
Service is working with the Corporate Human Resources team to monitor,
address the problem and apply Sickness Management policies. |
Risk Score = 4 |
PERFORMANCE MANAGEMENT
INFORMATION – KEY PERFORMANCE INDICATORS
Please note that the figures in brackets are the quarterly target
profile figures for each of the Indicators
|
KPI
Description |
Q1 - 2004 Apr- June (profile) |
Q2 - 2004 July-Sept (profile) |
Q3 - 2004 Oct-Dec (profile) |
Q4 - 2005 Jan-Mar (profile) |
Target 2004-05 |
Comments |
|
|
Performance
Assessment Actual Against Profile |
ìèî |
Actual 2003-04 |
|||||
|
8.
Benefits
– average calendar days this quarter to process a new housing benefits claim (BVPI 78a) |
38.31 |
|
|
|
36 |
The indicator has made
significant progress in improving performance, although the target of 36 days
has still not quite been achieved.
The average number of days has fallen from an average of 59.5 days in
quarter 4 (2003-04). Further analysis
is underway to identify & correct the causes of this small reduction
in performance |
|
|
(36) |
(36) |
(36) |
(36) |
||||
|
î |
|
|
|
75.8 |
|||
|
12.
Benefits -
average calendar days this quarter to process changes in circumstances (BVPI 78b) |
8.41 |
|
|
|
|
Improvement in performance
for this indicator and quarterly target achieved. |
|
|
(9) |
(9) |
(9) |
(9) |
||||
|
ì |
|
|
|
16.2 |
|||
|
13.
Benefits - % of new housing benefit claims this quarter determined within 14
days of receipt of all necessary information (BVPI
78c) |
73% |
|
|
|
70% |
Improvement in performance
and the target for the quarter has been achieved. |
|
|
(70%) |
(70%) |
(70%) |
(70%) |
||||
|
ì |
|
|
|
60% |
|||
SECTION 3 : FINANCE REPORT
3.1 : Revenue Budget Monitor by
Portfolio – to the end of June 2004
(Please note that the Portfolio
structure has not been updated to reflect the new staff structure)
Social Services & Housing
|
||
|
Social Services |
Currently
projecting an underspend at year end of approximately £97,000. This is presently being used to offset a
projected overspend within the housing service of the Directorate (see
below). |
|
|
Housing |
Potential
overspend of approximately £79,000 mainly within the Homelessness budget –
this is as a result of increased expenditure on leasing properties. This is
currently being offset by an underspend within other areas of the Directorate
(see above). |
|
|
Housing Benefits |
Housing Benefit
expenditure is currently in line with budget expectations for the year. Income
in the form of a Government subsidy is received monthly on account, and is
based on previous year’s figures until the external audit is complete. From
April 2004 the way in which the Government supports the net expenditure has
changed from being included in the Formula Spending Share (FSS) to a higher
specific grant. These adjustments are reflected in the budget. |
|
COMMUNITY DEVELOPMENT
|
||
|
Community Development |
Budget on target to
date. |
|
3.2 : Revenue
Expenditure Budget Monitor by Portfolio – to the end of June 2004
Original Spend
To Left
Budget Date
8A Education and Community Development £78,132,887 £11,995,353 £66,415,503
8B Social Services and Housing £40,259,119 £6,984,507 £33,598,581
8C Fire, Emergency Planning & Consumer Protection £9,971,502 £2,010,811 £8,135,338
8D Tourism and Leisure £4,931,021 £660,789 £4,550,145
8E Economic Development £223,594 £22,219 £206,095
8F Transport £8,052,677 £579,281 £7,568,390
8I Sustainable Development, Environment, Planning £11,936,487 £496,290 £11,532,538
8Z Resources £6,271,079 £3,317,895 £3,448,100
Totals £159,778,366 £26,067,146 £135,454,689
Capital Expenditure Budget Monitor
by Portfolio – to the end of June 2004
Revised Spend To Left
Budget Date
8A Education and Community Development £7,932,838 £1,429,030 £6,503,808
8B Social Services and Housing £5,028,637 £546,875 £4,481,762
8C Fire, Emergency Planning & Consumer Protection £290,702 £46,901 £243,801
8D Tourism and Leisure £243,333 £0 £243,333
8F Transport £7,898,173 £719,627 £7,178,546
8I Sustainable Development, Environment, Planning £3,267,998 £756,521 £2,511,477
8Z Resources £736,366 £289,608 £446,758
Totals £25,398,047 £3,788,562 £21,609,485