Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Liz Jardine
No. | Item |
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Introductions, apologies and declarations of interest Minutes: There were no apologies. There
were no declarations of interest. |
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Communication note to staff - Kathryn Potter Minutes: Kathryn Potter would
draft a note of the Management Board discussion for the news page. |
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Minutes of the Previous Meeting Minutes: The
minutes of the 12 January Management Board meeting were agreed with the
clarification to MySenedd actions, that Non Gwilym would be a standing invitee
to the MySenedd Board to improve integration with Communications service
planning. |
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Replacement Finance System - Microsoft Dynamics NAV Demo Presentation Minutes: The
Board welcomed Robin Parkin and Yvonne Jennings to the meeting to demonstrate
the new finance system called Microsoft Dynamics NAV. This would replace the
current system at the beginning of April 2017. The system would come with
bilingual functionality and provide an integrated self-service reporting
feature, being able to drill down into committed spend. A second package of
reporting would be available in phase II of release. Reconciled transactional data from the current
system would be imported to retain past information and enable reporting on
long term trends. As
well as being an easier and better system to use, with efficiency features such
as an automated invoice capturing system and electronic remittances, it would
mean service areas could access information themselves, enabling the Finance
team to change their focus from manual tasks to analysis and support. The
project is currently user acceptance testing with training of service area
finance staff in March, close to when they need to use the system, and
individually with teams to meet their specific needs. |
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2017-18 Expenditure Oral update/paper to
follow Minutes: Claire
Clancy first noted, with appreciation, that the Finance Management Report for
January 2017 had been produced on 1 February. Nia Morgan then presented the
Board with expenditure details for the current financial year and for 2017-18. Nia
outlined the current budgetary pressures and actions to mitigate the risks at
year end, and those pressures going forward. In
relation to 2017-18 budget, the Investment and Resourcing Board would be
scrutinising several large and variable costs, with a view to prioritising and
ascertaining where cost efficiencies could be made and the impact of capacity
planning. IRB had agreed not to submit a supplementary budget this year, to
provide time to give more accuracy to figures that were estimated at present. ACTIONS:
Service Heads were asked to ·
keep the budget team informed of any day to day
changes to their forecast spend for the current year to ensure that informed
decisions could be made regarding planned project expenditure. ·
provide Directors with information on items
earmarked for inclusion in the 2017-18 budget, in terms of timing, priority and
risk associated with not proceeding. The
Commission would be considering the 2017-18 budget at a future meeting. |
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Corporate Risk Update Minutes: Management Board reviewed the
Assembly’s existing and emerging corporate risks. The risk register reflected
the current status of risks and the changes agreed at 12 December 2016 meeting.
These were agreed but
an update was requested on designation of the estate in terms of security. The Board agreed the
recommendations to ·
leave
the risk around changing the name of the Assembly on the corporate register,
but incorporating being proactive about encouraging those who were positive
about the changes to have their voices heard; ·
add
Cyber threats to the corporate register; ·
add
reputational risks around financial pressures to the corporate register but
reworded to be broader than the reform programme; ·
remove
risk on Wales Bill “settlement” from the corporate register and manage risks at
service level. ·
add
accommodation proposals to the corporate register. This would also be receiving
a critical examination at the Audit and Risk Assurance Committee on 6 February. |
|
HR Dashboard (Oct-Dec 2016) Minutes: Lowri
Williams presented the quarterly HR Dashboard, which provided a range of
information on staffing levels and absence and provided the Board with an
overview of the organisation and the opportunity to identify any issues. Following
the capacity planning process and the VES exercise, the per capita number had
dropped in May 2016 but had subsequently increased as expected, with churn
reducing. Absence had improved although there was a spike in January,
reflecting last year’s spike in February. Further
narrative would be added to the dashboard to provide greater clarity of the
data. |
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Any Other Business Minutes: There would be a further
capacity planning round in March and the Service Heads were asked to provide
Nia Morgan with detail of any items that would impact on costs. Lowri Williams and Gareth Watts would provide
information to prepare for the process shortly. The next meeting would be the
Governance Statement challenge session on 6 February, and would be attended by
Hugh Widdis, one of the Assembly’s Independent Advisers. |