Chief Executive s Report to the SPCB November 2017

Transcription

1 Chief Executive s Report to the SPCB November 2017

2 Introduction This report looks at work carried out during October and November. The report also includes the SPCB financial report for Period 6 of the financial year and the Q2 performance report. Some of the items to note include: The new Lobbying Register was made available online on 23 October for a four month familiarisation period. On 12 October, an inter-parliamentary meeting took place in London. The Parliament was represented by the convener and deputy convener of Finance and Constitution Committee, and the conveners of the Culture, Tourism, Europe and External Relations Committee, and the Delegated Powers and Law Reform Committee. This forum has now become known as the Interparliamentary Forum on Brexit. It comprises the chairs and conveners of committees scrutinising Brexit-related issues in the Scottish Parliament, National Assembly for Wales, House of Commons and House of Lords and is intended to provide a forum to discuss the process of the UK s withdrawal from the European Union, and collective scrutiny of that process in legislatures across the UK. The Rural Economy & Connectivity Committee has worked closely with colleagues across the Parliament to engage with some of Scotland s most remote communities as part of its scrutiny of the Islands (Scotland) Bill. This included a formal meeting of the Committee in Orkney. A number of initiatives around improving engagement with the public including access to information through leaflets and the website and participation in local events such as the Edinburgh City of Literature initiative Canongate Stars and Stories and Edinburgh s Christmas Programme. On Wednesday 1 November the Presiding Officer hosted the Scottish Parliament Launch of the 2017 Scottish Poppy Appeal in the Garden Lobby. If you have any comments or questions on any aspect of this report, I would be happy to discuss them with you. P E GRICE Clerk/Chief Executive 1

3 Parliamentary Business OVERVIEW OF PARLIAMENTARY ACTIVITIES The Delegated Powers and Law Reform (DPLR) Committee took evidence from UK Government Ministers on the EU withdrawal Bill LCM at its meeting on 8 November. The Committee Convener and clerk recently met with committee chairs and clerks from parallel committees in other UK legislatures to discuss scrutiny of EU-related legislation. The various committees have agreed to meet regularly and to continue to share information and good practice on ensuring EUrelated legislation is effectively managed and scrutinised. The conveners and clerks of the Finance and Constitution Committee and the Culture, Tourism, Europe and External Relations Committee are also involved in this initiative, along with legal staff from the Office of the Solicitor to the Scottish Parliament. The Solicitor s Office dealt with more than double the normal number of SSIs in the beginning of November, in addition to its other work, which also put pressure on the DPLR Committee. The Lobbying (Scotland) Act 2016 is expected to come into force on 12 March The Lobbying Register Team continues to engage with a wide range of stakeholders to assist with their preparations. The new Lobbying Register was made available online from 23 October for a four month familiarisation period. It can be accessed by all potential users and members of the public who wish to understand better the requirements of the Act. The Equalities and Human Rights Committee has been considering the Gender Representation on Public Boards (Scotland) Bill at Stage 1. The Committee has heard from a variety of organisations including public board members and protected groups, such as race and disability. There were issues raised around the monitoring and reporting mechanism and whether this provided sufficient "teeth" to the legislation. Also discussed was the focus on gender as opposed to other protected characteristics and further clarity was sought on the definition of women and how this relates to transgender. On Tuesday 24 October, as part of its inquiry into air quality, the Economy, Climate Change and Land Reform Committee visited St John's Road in Corstorphine, one of the most polluted streets in Scotland and saw the air quality monitor located there before being escorted by local schoolchildren, who have been looking at emissions from transport in their class, to a nearby venue. There the Committee heard from local residents of their concerns around air quality as well as some representatives of the City of Edinburgh Council on actions being taken to improve the local air quality. At the Committee's subsequent formal meeting on the inquiry it heard evidence from transport Scotland and SEPA. Members used the session to 2

4 highlight some of the issues which had been raised during the visit to Corstorphine. There are two notable petitions at the Public Petitions Committee that call for the Parliament to take action on issues that now fall within its responsibilities as part of the devolution of further powers. PE1666 calls on the Scottish Parliament to urge the Scottish Government to prepare legislation revoking the terms of the Scottish Elections (Dates) Act 2016 asp 13, with a view to bringing forward the date of the next Scottish Parliamentary election to 2020 and the next Scottish local government elections to PE1670 calls on the Scottish Parliament to urge the Scottish Government to review the current Scottish electoral system so that, when the relevant powers under the Scotland Act 2016 are devolved, candidates standing for a constituency seat are not also able to stand on the regional list. In consideration of both petitions, the Committee has referred to the Scottish Government s forthcoming consultation on electoral reform. The Scottish Government has provided a response to the Committee on PE1666 which can be found on the Committee s webpage. The Scottish Government has been asked to provide information about its consultation in order to respond to PE1670. The SPCB will wish to note that the Committee has also received a petition calling for the sale of alcohol to be banned in the Parliament building. We will keep the Corporate Body advised on the progress of the petition. The Rural Economy & Connectivity Committee has been scrutinising the Islands (Scotland) Bill and engaging with some of Scotland s most remote communities. This included a 3 day visit to Orkney. The Clerking team worked with colleagues to create a tailored programme of activities for the Committee, including visits to Mull & the Western Isles, a formal committee meeting and accompanying visits in Orkney as well as video conferences with Islanders on Arran and students in various locations from the University of the Highlands & islands. To support the engagement, broadcast, print and online media were contacted and staff visited island communities in advance of the Committee to inform people about the Parliament, the role of the Committee, raise awareness of the Bill itself and to motivate people to engage with the process. Existing contacts helped the Parliament reach key groups on the islands and activities took place either face to face or via video conference. The visit to Orkney included a formal committee meeting in Kirkwall Grammar school, supported by SPICe, Broadcasting, Security and the Official Report. The entire 3 day visit to Orkney was documented by the Web & Social Media 3

5 team in the form of an Instagram story which saw an above average level of engagement. The external committee meeting and informal visits gave people who may not have had the means or time to travel to Edinburgh, an opportunity to engage with the Committee face to face and to find out more about how the Parliament works while the Committee experienced, first hand, the everyday challenges faced by islanders in terms of transport and digital connectivity. Parliamentary Engagement International Relations Office The International Relations Office has facilitated visits by the following delegations: Members of the Venezuelan Parliament's Climate Change Commission; Members of the Indian Parliament; Members of the Swedish Parliament; Members of the Turkish Parliament; Members of the Khyber Pakhtunkhwa Assembly; Members of the Moroccan House of Representatives Policy Evaluation Committee; Presiding Officer meeting with the Namibian High Commissioner to the UK; and Presiding Officer meeting with the Estonian Ambassador to the UK. Outward visits have included: James Dornan MSP and Elaine Smith MSP attending the Commonwealth Parliamentary Conference in Dhaka, Bangladesh; and Kate Forbes MSP attending the Commonwealth Parliamentary Association Canadian seminar in Ottawa. Parliamentary Services Briefings A full Gaelic translation of the briefing on the Islands (Scotland) Bill, including infographics and full online functionality is now available on the Parliament s website. The Annual Living Wage briefing has been published to coincide with Living Wage Week. A briefing on the Scottish building standards system, with a particular focus on fire safety, has also been produced. This briefing also highlights work being undertaken at a UK and Scottish level in response to the fire at Grenfell Tower. 4

6 Events and Exhibitions On Wednesday 1 November the Presiding Officer hosted the Scottish Parliament Launch of the 2017 Scottish Poppy Appeal in the Garden Lobby. Poppyscotland is the Parliament s nominated charity and works to provide support and funding for veterans individual needs. As part of the event the Presiding Officer presented the President s Award to Lieutenant-Colonel Derek Coulter for his exceptional services to Poppyscotland. To coincide with the Launch, the painting Service by David Rowlands went on display in the Garden Lobby on Monday 30 October. This will be on display until Monday 13 December. The Presiding Officer will host a reception for delegates attending the 2017 Arctic Circle Edinburgh Forum on Tuesday 21 November. The Presiding Officer will meet with academics, policy makers, business people and representatives of civil society who are attending the Forum. The theme for the Forum is Scotland and the New North. On Tuesday 21 November the Deputy Presiding Officer Linda Fabiani MSP will host a reception for the Highland and Lowland Reserve Forces and Cadets Associations in Scotland. Members attending the reception will be able to engage with a diverse cross-section of volunteers and young people from the Reserve Forces and Cadet voluntary youth Organisations, from across Scotland. On Monday 27 November the St Andrew s Day Debate, organised by the English Speaking Union Scotland, will take place in the Parliament with the final being chaired by the Deputy Presiding Officer Christine Grahame MSP. The competition, now in its 11 th year, is a unique debating event in Scotland as it pairs a university student with a school pupil in a single team. During December, the Presiding Officers are due to host a number of events including: the annual Holyrood Magazine Scottish Public Sector Awards on Monday 4 December; a reception on 13 December to celebrate Hanukkah and the conclusion of the 200 th Anniversary Year celebrating the founding of a formal community of Jews in Scotland; and the Together (Scottish Alliance for Children s Rights) event also on 13 December. On Wednesday 20 December the annual Carol Service will take place in the Garden Lobby and the Main Hall hosted by the Presiding Officer. Members, their staff and Scottish Parliament staff will be joined by local residents and businesses from the Holyrood Community. 5

7 Visitor services As part of the second annual festive version of doors open day, titled 24 Doors of Advent, Visitor Services we will be operating special festive tours on Saturday 16 December, including a visit to Queensberry House. This event is being marketed as part of the Edinburgh's Christmas programme and features 24 different venues throughout the city. For Christmas at the Parliament Shop a number of new seasonal and Scottish products have been ordered including a new range of products designed by local artist Jenni Douglas. This range has been inspired by the Parliament bees and is already selling well. The ever popular Christmas shopping days are due to take place on Wednesday 29 November, Wednesday 6 December and Wednesday 13 December. Along with 22 venues in and around the Canongate and Holyrood area, the Parliament is taking part in the Edinburgh City of Literature initiative Canongate Stars and Stories. Each of the venues taking part displays black and white light boxes in their windows featuring poetry or prose. The lightbox in the Parliament Shop features a line from the Makar, Jackie Kay's poem Threshold, which was performed as part of our Session Five Opening Ceremony. Visitors can follow the trail around the area, using a free map which can be found on the City of Literature website. Public information Members staff in all local offices have been contacted about the availability of information on the Parliament in their local area. This is part of Public Information and Resources (PIR) teams project on distribution of information which was one of the recommendations of the Presiding Officer's Commission. The results of the project are being plotted on interactive regional maps using Google tools. We are following up on suggestions for other outlets for our information and the next phase will see us contacting local libraries and community centres. Booklets with photos and names of all MSPs are available on a trial basis at the Public Gallery during business sessions to help visiting members of the public identify who is speaking in debates. The PIR team are on hand to answer questions about what is happening via Live Chat, or text messaging, with contact details easily accessed by QR code links in the booklets. Phone lines The break in service affecting incoming calls to the Parliament on Friday 10 November was due to a problem with the external cables. Temporary measures were put in place internally to minimise the impact until the issue was resolved by the supplier. 6

8 Parliament website The Web and Online Roadmap project is underway and a particular stream of work is focussed on understanding how our external users interact with the Parliament s website. To support this work, and influence the direction of the project, a survey will be appearing on the Parliament s main website, and associated microsites, to gather information about the user experience. 7

9 SPCB FINANCE REPORT Period 6 September This report is to inform SPCB of general financial activity and expenditure trends in Executive Summary Performance against Budget (year to date variance) a) Total SPCB revenue and capital expenditure 3.3% Para 2 & 6 b) Total SPS expenditure 3.1% Para 8 c) Total project expenditure 6.9% Para 9 Operation of Financial Controls d) Key reconciliations up to date 100% Para 4 Other Key Indicators e) Payment performance 99.4% Para 4 Key: RAG Status G A R Performance within target range Performance outwith target range but acceptable Performance outwith target range not acceptable Financial Commentary 2. The Scottish Parliament s total revenue and capital expenditure for the 6 months of of 39.4m represents an underspend against budget of 1.3m (3.3%) which is within the SPCB s target range of 0% to 5.0% (as shown in green in the Executive Summary chart). The comparable position for the first 6 months of was expenditure of 40.7m which represented an underspend against budget of 0.9m (2.1%). 3. As part of the September reforecasting exercise, the Strategic Resources Board approved 403K transfers from contingency, reducing the balance to 381k. A further reforecasting exercise will take place during October and will be reflected in the Period 7 figures. 4. All key reconciliations are up to date. Payment performance within contract terms for the year to date exceeds the 99% target. The equivalent figure for payment within 10 days is 97.6% for the year to date. 5. The SPCB Annual Report and Accounts were published on 5 October. Planning will commence shortly for the audit approach. 1

10 %-age Financial Results 6. The SPCB s total revenue and capital expenditure per Schedule 1 for September 2017 is 39.4m, which is 1.3.m (3.3%) under the approved year to date budget of 40.7m. This compares with the underspend for September 2016 of 0.9m (2.1%). Trend of Total Monthly Underspend Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar 17/18 16/17 7. The table below shows actual monthly expenditure (red) up to the end of September and the current reforecast monthly expenditure (green) for the remaining 6 months of the year. The original monthly budget profile is shown by the black line. 2

11 Million Original Budget vs Actual and Reforecast Spend Monthly Expendit ure to date Current Monthly Budget profile to year end P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 Original Monthly Budget profile Actual expenditure in the first six months of 2017 was 1.5m lower than originally planned at the start of the year. 9.5m is planned or forecast to be spent in P12. Of this, 5.5m relates to the Parliamentary Service (SPS). The average planned monthly expenditure for SPS from October to February is 3.6m. Members expenses are phased to reflect higher monthly expenditure in the final quarter of the year. Parliamentary Service Costs (Schedule 2) 8. The year to date expenditure for the Parliamentary Service (SPS) of 21.4m is 0.7m (3.1%) under budget. Parliamentary Service Costs incorporate both capital and revenue projects. The previous year s expenditure of 21.3m at period 6 was 0.2m (1.0%) below budget. An analysis of the current financial year by main category of expenditure is shown in the two charts below. Property, running costs and projects are showing a lower expenditure to date compared to

12 '000 14,000 12,000 12,763 12,740 11,921 Parliamentary Service YTD Expenditure k 10,000 8,000 6,000 4,000 2, ,473 3,525 Total Staff Costs Total Staff Related Costs Total Property Costs Total Running Costs Total Projects Actual 17/18 Budget 17/18 Actual 16/17 3,750 2,773 3,131 2,871 2,074 2,228 2,549 Parliamentary Service YTD Under & Overspends k Staff Pay (24) 148 Staff Related Costs Underspend k Overspend k Property Costs Running Costs Projects (25) Staff Pay (including Agency staff, overtime and contractors) is 24k (0.02%) higher than budget for the year to date. Expenditure on staff pay to date is 12.8m, 0.9m (7%) higher than the equivalent costs of 11.9m. This increase is due to approved additional staff for BIT, staff for the Register of Lobbyists, and to resource Further Powers in Committee and Spice. Expenditure on Staff Related Costs is 288k. This is 148k (33.9%) below the budget to date of 436k. Actual spend on staff related costs is 72k (33%) higher than that for the equivalent period in Corporate and job related training are underspent by 115k. 123k (33%) of the combined training budget ( 366k) is neither committed nor forecast. Property Costs of 3.5m are 53k (1.5%) below the Year to Date budget. This is due to an underspend of 63k in maintenance offset by an 11k overspend in property advisors. 4

13 Running Costs of 2.77m are 358k (10.8%) under budget. Key underspends are Printing ( 45k), Telephony ( 43k), Advisors ( 36k) and Mail Services & Postage ( 28k. 115 PS (Excluding Projects) Key YTD Under / Overspends k Training Maintenance Printing Telephony Advisors Mail Services & Postage Project Reporting (Schedule 3): 9. Schedule 3 shows project spend by category of project. Total project expenditure to September 2017 is 2.07m, 154k (6.9%) under the year to date budget. Revenue Projects show a total spend of 1,059k, an underspend of 72k (6.4%). Only 25.4% of the annual revenue project budget has been spent to date with the remainder phased for later in the year. Capital Projects have spent 1,015k for the year against a budget of 1,097k, an underspend of 82k (7.5%). 77% of the annual capital project budget has been spent. 5

14 1.5% 37.8% 44.0% Spent PO Forecast Uncommitted 16.7% Project Budget Status September 2017 This compares with 53% spent, 20% on purchase orders, 26% forecast and 1% uncommitted at the same time in If the Chamber Lighting project spend and budget are removed, the remaining projects have spent only 23% of their annual budget. Digital Services has now committed 95% of its unallocated project budget, but to date has spent only 463k (17.4%) of the 2.66m full year budget. Project Budget Status by Portfolio BIT and Digital FM Building & Equipment Other 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Spent PO Forecast Uncommitted Members Costs (Schedule 2) 6

15 10. Members costs are analysed in Schedule 2, which shows 13.7m expenditure to September 2017, 277k (2%) underspent against the year to date budget. (The corresponding figures for at period 6 were an underspend of 538k, 3.4%, although these are not directly comparable due to the impact of election related costs in last year s figures). Commissioners & Ombudsman Costs (Schedule 2) 11. The SPCB s funding cost for Commissioners and Ombudsman (Officeholders) as at September 2017 is 4.3m, which is 360k (7.8%) under the year to date budget. Officeholders contingency remains unchanged at 325k. Central Contingency 12. The SPCB s central contingency has been reduced by 403k, from 784k in August to 381k in September as part of the September reforecasting exercise. Budget transfers were approved to FM projects - 207k (of which 157k was for projects brought forward from 18-19, relieving pressure on next year s project expenditure budget) Legal and Committee Offices - 104k (for staffing and advisor costs to support increased workload due to Brexit) Finance systems strategy and development project - 29k Initiation of the Security Maturity programme - 63k 7

16 Commitment PS Committed Funds as at September 2017: m,% Forecast, 4.71m, 10.3% Funds Available, 0.65m, 1.4% Outstanding Commitment, 19.17m, 41.8% Actual Spend, 21.37m, 46.6% 13. The current year commitment position compares with 48.4% spend, outstanding commitment 38%, forecast 14.3% and funds available of 0.3% as at September

17 Period 6 September 2017 Financial Schedules Schedule 1 Current Original Year to Date Annual Approved Actual Budget Variance Variance Budget Budget '000 '000 '000 % '000 '000 Parliamentary Service Costs (Schedule 2) 21,371 22, ,898 45,279 Members' Costs (Schedule 2) 13,737 14, ,277 29,277 Commissioners & Ombudsman Costs (Schedule 2) 4,286 4, ,624 9,624 Sub Total 39,394 40,720 1, ,799 84,180 Reserves - SPCB Contingency n/a 381 1,000 TOTAL SPCB EXPENDITURE 39,394 40,720 1, ,180 85,180

18 Period 6 September 2017 Financial Schedules Schedule 2 Current Original Year-to-date Annual Approved Actual Budget Variance Variance Budget Budget '000 '000 '000 % '000 '000 Parliamentary Service Costs Staff Pay 12,763 12,740 (24) (0.2) 25,722 25,339 Staff Related Costs Property Costs 3,473 3, ,157 7,742 Running Costs (Including Events & Income) 2,773 3, ,590 6,802 Parliamentary Service Costs excluding Projects 19,297 19, ,413 40,829 Projects (Schedule 3) 2,074 2, ,486 4,450 Total PS Expenditure 21,371 22, ,898 45,279 Members' Costs MSP & Officeholders' Pay 6,064 6, ,194 12, MSP Expenses 7,459 7, ,543 16, Party Assistance Total 13,737 14, ,277 29,277 Commissioners & Ombudsman Ethical Standards Commission Standards Commission Human Rights Commission (2) (0.5) Scottish Information Commissioner ,573 1,573 Public Services Ombudsman 1,975 2, ,304 4,304 Commissioner for Children ,334 1,334 Reserves - C&O Contingency 0 0 n/a Total 4,286 4, ,624 9,624

19 Period 6 September 2017 Financial Schedules Schedule 3 Project Summary : August 2017 YTD Actual k YTD Budget k Variance k Variance % Current Annual Budget k Original Approved Budget k % Spent of Total Budget Outstanding Commitment k Forecast Funds Available Revenue Projects Allocated 1,059 1, ,123 2, % 852 2, Unallocated n/a 43 1,146 n/a Total Revenue Projects 1,059 1, ,166 3, % 852 2, Capital Projects Allocated 1,015 1, , % Unallocated n/a n/a Total Capital Projects 1,015 1, ,320 1, % TOTAL 2,074 2, ,486 4, % 916 2, By Portfolio: YTD Actual k YTD Budget k Variance k Variance % Current Annual Budget k Original Approved Budget k % Spent of Total Budget Outstanding Commitment k Forecast Funds Available BIT and Digital ,614 1, % 636 1, FM Building & Equipment 1,457 1, ,432 1, % (31) Other (3) () % (9) Total Projects Allocated 2,074 2, ,443 3, % 916 2, Unallocated Project Budget n/a 43 1, % TOTAL 2,074 2, ,486 4, % 916 2,417 80

20 ( k) ( k) Period 6 Sept 2017 Financial Schedules Fixed Assets (Excluding Land and Buildings) 6,000 5,000 4,000 3,000 2,000 1,000 0 Mar-17 Jun-17 Sep-17 Dec-17 Mar-18 Quarter Artwork and donated assets Assets under construction IT systems and software Equipment Note Land, buildings and fixed plant professionally valued at 304m at 31 March The reduction in assets under construction relates to the Chamber Lighting project. IT systems and software, and equipment, include depreciation. Debtors 3,500 3,000 2,500 2,000 1,500 1, Mar-17 Jun-17 Sep-17 Dec-17 Mar-18 Quarter Other debtors Prepayments and accrued income Trade Debtors VAT Note Prepayments higher in September 2017 due to payment of annual rates bill.

21 ( k) ( k) Period 6 Sept 2017 Financial Schedules Cash At Bank 4, , , , , , , Mar-17 Jun-17 Sep-17 Dec-17 Mar-18 Quarter Commercial bank accounts & cash Minimum Target Government Banking Service Maximum Target Note Bank balances kept within target. Creditors 38,000 36,000 34,000 32,000 30,000 28,000 Mar-17 Jun-17 Sep-17 Dec-17 Mar-18 Quarter Scottish Consolidated Fund Other creditors Trade creditors Accruals Note Scottish Consolidated Fund creditor equal to bank balance Trade creditors and Accruals higher at March 2017 to capture spend in

22 Period 6 September 2017 Leadership Group Financial Schedules Schedule 6 Income from Catering Operation and from Parliament Shop Analysis of Catering Costs and Subsidy YTD (6 months to September 2017) Garden Level Restaurant Coffee Bar Members' Restaurant Members' Bar QBH Lounge Parliament Café Commercial Events Events Internal Hospitality Internal Meetings YTD Actual Total YTD Budget Total YTD Variance Current Annual Budget Original Approved Budget '000 '000 '000 '000 '000 '000 '000 '000 '000 '000 '000 '000 '000 '000 '000 Income (13) 1,200 1,200 Less:- Direct Outlet Costs (253) (31) (29) (1) (34) (76) (25) (69) (29) (29) (577) (550) (27) (1,100) (1,100) Net Contribution to Trading Profit/(Deficit) after direct outlet costs (61) 11 (23) 1 (12) (40) Less:- Indirect Costs Generic Labour 1 & Other Overheads 2 (282) (310) 28 (620) (620) Net subsidy (273) (260) (13) (520) (520) Notes: Note 1 - Generic Labour includes: All management roles and some support roles Note 2 - Other Overheads includes: Non capital equipment purchases and maintenance; all administrative costs (inc. Management Fee) and all sundry costs. All figures are exclusive of VAT Shop Trading Account YTD YTD YTD Actual Budget Variance YTD (6 months to Sept 2017) '000 '000 '000 '000 '000 Sales (net of discount) Less Cost of sales Net Contribution (4) Direct Salaries Other Direct Costs (2) Total Direct Costs Net Contribution/(Subsidy) after direct costs 9 15 (6) Current Annual Budget Original Approved Budget Notes (1) Cost of sales is the cost to the Parliament of items for sale in the shop (2) Other direct costs are expenditure incurred directly in the operation of the shop such as stationery and credit card and cash uplift charges. (Some budget and costs for this sit in P k) As a result of the Visitor Services Office review, reduced staffing levels in the shop have been implemented during to reduce staffing costs. This statement does not include general overhead costs, e.g. for a proportion of business rates, utility costs and other operational and support costs.

23 No of Members Interviewed Last Quarter This Quarter Trend Parliamentary Business 100% Parliamentary Business takes place as scheduled 100% 100% Support to Members 100% of Members interviewed either Very Satisfied or Satisfied* 100% 91% *1 Member was dissatisfied in terms of Regional role support due to the lack of resources available within the capped Members Expenses Scheme to ensure her regional office was adequate Parliamentary Role Constituency/Regional Role Very 9 Satisfied7 8 Satisfied 9 Very Satisfied Satisfied Q3 4 Q Q1 Q2 Dissatisfied Very 1 Dissatisfied Q3 Q Q1 Q2 Dissatisfied Very Dissatisfied Engagement & Participation Operational Public Engagement KPIs are on target Corporate Governance & Resource Management % Outturn against SPCB budget for financial year within target range of 0-5% under SPCB budget** 3.5% 3.1% Strategic Priorities on track Compliance monitoring report on track Planned Corporate Risk mitigating actions are being implemented **KPI is 0-5% during Q1 & Q2, then reduces to 0-2.5% during Q3 & Q4 Key: RAG Status On Track (Yes/No) R A G Increase/No Change/Decrease 1

24 Priority Status Progress & Key Achievements Forward Look Members excelling in their parliamentary and representative roles, including through access to the best available information, delivering the highest standards of oversight and scrutiny G Analysis of services to Members to ensure effectiveness & co-ordination Leadership Group (LG) discussed the findings of the initial review and areas for further consideration were agreed in September Support Members in their Committee Roles to Ensure Committees Influence and Improve Policy Outcomes Quarterly returns on committee influence show number of areas where committee scrutiny has had an impact. For example, the Local Government and Communities Committee inquiry into building regulations was extended to cover fire safety after the discovery of ACM-type cladding in Glasgow; and during the Equalities and Human Rights Committee inquiry into school bullying, the Scottish Government accepted the need for mandatory reporting. Further discussion with LG will take place on specific proposals for development and improvement, targeted for November The draft report on Gender Diversity of Witnesses was revised in September The final report is expected by end of October Thereafter, a potential action plan will be discussed by the Committee Office Leadership Group. Assuming current timetable for the final report, consideration in relation to the recommendations of the Commission on Parliamentary Reform by Conveners Group will take place in December As at the end of September 2017, on course to reach the target of having 100% of significant scrutiny work supported by an engagement plan by December Reporting will continue on a quarterly basis. 2

25 Priority Status Progress & Key Achievements Forward Look Members excelling in their parliamentary and representative roles, including through access to the best available information, delivering the highest standards of oversight and scrutiny cont d Support Members Oversight and Scrutiny Functions & Understand the Legislative Process Three further Committees held Questioning Techniques sessions. Planning for the Disability Training course neared completion, a facilitator was appointed and draft programme and dates were being finalised. Options for new courses were discussed while an initial response was made to the relevant recommendations in the Commission for Parliamentary Reform s report. Questioning Techniques sessions with Committees will be readvertised in October In addition, a general session with Clerks and SPICe Researchers who can also suggest questions to Committees is being explored. The Disability Training Course will be designed in October and then delivered in November A paper on the future plans for Continuous Professional Development will be discussed with LG in November A further Academic fellow and PhD placement commenced in July A review of the first years experience with Fellowships was conducted during August and September A Review of academic engagement work drawing in independent expertise from the University of Cardiff commenced in September Following the Review, the next Fellowships will be launched in November 2017, aiming to recruit five Academic Fellows to work over a phased period in Following discussions with universities and joint working with other parliaments, a plan will be developed to improve communications with universities via Ask Academia and wider range of online resources by December Mainstreaming is being delivered through an action research Phd. During Q3, there has been a strong focus on the research element, and on beginning to ensure that alternative economics (a key element of sustainable development) evidence is included in economic inquiries. Use and efficacy of the Sustainable Development Impact Assessment tool for Members' Bill will be reviewed, and a programme to trial it across SPICe will be developed. 3

26 Priority Status Progress & Key Achievements Forward Look The Parliament has the networks, resources, expertise and plans in place to scrutinise effectively proposals for Brexit and other constitutional change G Commission on Parliamentary Reform A Presiding Officer-led group was established in August 2017 to refer, monitor and review the disposal of all recommendations of the Commission against an agreed timetable. A small team to support the PO group and coordinate office and staff engagement has been established in the same timeframe. Recommended changes to FMQs and urgent questions have already been implemented. Progress will continue to be monitored in the next quarter. Financial implications will also be considered in terms of the SPCB budget bid. Constitutional Issues Board The Constitutional Issues Board (CIB) continued to carry out detailed work looking at the implications of the UK s departure from the European Union (EU) in particular the implications of the EU (Withdrawal) Bill. During Q3, the CIB will continue to undertake work on the implications of the UK s departure from the EU. Particular focus will be given to the implications of the EU (Withdrawal) Bill. The CIB undertook further work in relation to the resource planning exercise to assess the immediate implications for Parliamentary resources of the Brexit process. The CIB will continue to work with offices to consider any next steps in relation to the resource planning exercise. The CIB continued to monitor the implementation of the Scotland Act 2016 and the Fiscal Framework. The CIB will continue to monitor the implementation of the Scotland Act and the Fiscal Framework and their impact on parliamentary services. The CIB continued to monitor parliamentary processes relating to scrutiny of the new powers and Brexit and considered strategic inter-parliamentary co-operation at both official and Member level. The CIB will continue to monitor parliamentary processes relating to scrutiny of new powers and Brexit and to develop strategic inter-parliamentary co-operation on intergovernmental scrutiny by end of December In addition, the CIB will continue to engage with the Conveners Group and return to the SPCB to discuss future challenges, and will keep staff informed of developments, through updates and meetings with individual teams. 4

27 Priority Status Progress & Key Achievements Forward Look Deliver public engagement activities that improve the quality and visibility of the work of the Parliament G Public Engagement Strategy In September 2017, the Public Engagement Board (PEB) agreed strategic goals and, consequently, the priority areas for investing in staff to address capacity and capability; and the priority projects. This fed in timeously to the budget setting process. The Public Engagement Strategy will be presented to the SPCB during Q3 for approval. PEB agreed the approach to the resource implications of implementing the engagement recommendations from the Commission on Parliamentary Reform report in September Festival of Politics will take place in October Youth Scottish Parliament will sit in October The Business Case to take forward development of the British Sign Language (BSL) Plan was developed in September The first Project Team meeting will be held by end October The BSL Project Plan will be presented to LG and the SPCB for agreement by November International Strategy Review alignment of International Strategy with the Parliament s Strategic and Delivery Plans by end December

28 Priority Status Progress & Key Achievements Forward Look Efficient and effective deployment of our staff, financial and physical resources G Workforce Planning Tool SPCB s Budget Bid Internal Communications Strategy 6

29 Priority Status Progress & Key Achievements Forward Look Scottish Parliamentary Service staff with the capacity and skills to meet the challenges of delivering parliamentary services, in a changing environment G Recruitment Review A revised Recruitment Policy was presented to LG at its meeting on 18 September Following discussion, LG requested minor changes to the Policy and asked that the Guidance to supplement the Policy is presented to them at a future meeting. Conclude systems research and provide recommendations for on-line solution by mid November Consult with Group Heads on Recruitment Plans by end November Appropriate contractor to be sourced to develop training for HR and Managers by 1 December Conclude development of on-line Managers Toolkit and Guidance for Applicants by end December Values and Behaviours Programme Four Phase 1 workshops were held during Q2 to review values. Draft values have been identified and application of these in day-to-day roles is being tested. Review workshop to consider the revised values by end October Outputs of the values programme, leadership and management programmes and strategy to be reviewed together so that next steps and timescales can be planned in November External benchmarking of values and behaviours in practice and embedding them in all we do, to be completed by November An update on the programme progress and outputs to be issued to all SPS staff in November

30 Priority Status Progress & Key Achievements Forward Look Scottish Parliamentary Service staff with the capacity and skills to meet the challenges of delivering parliamentary services, in a changing environment cont d Individual 1:1 development sessions with LG were held in August and September 2017, with group development workshops and additional sessions planned until March Leadership Network review meeting held in September Institute of Leadership and Management (LLM) 3 leadership and management programme for grades 2-4 designed and open for applications. Diversity & Inclusion Delivery Plan Benchmarking results from Employers Network for Equality and Inclusion audit reviewed and gaps identified to inform future focus. These were presented to Diversity & Inclusion Board in September Staff invited to complete anonymous survey to provide profile information for comparison with previous year s data. Survey completion date extended and finally closed on 3 October The Leadership and Management Development Programme will align with: Values and Behaviours Programme; Strategy Development; and additional new leadership and management development programmes. The outputs and timescales of these programmes will be regularly reviewed in line with current status of the Values and Behaviours programme. To review progress of all programme outputs and interdependencies in October 2017 before planning next steps and dates. Plan development programme for the Leadership Network, draft purpose and roles by end November Institute of Leadership and Management Centre accreditation underway for roll out of mixed delegates starting November Consultation workshops with staff groups in November Consult, engage and seek feedback from staff networks and TUS during November and December 2017, for delivery by January Consult and engage with offices during November and December 2017 to pull together the commitments relevant to each business area and ensure that the strategy is implemented and maintained at office level by January

31 Priority Status Progress & Key Achievements Forward Look Scottish Parliamentary Service staff with the capacity and skills to meet the challenges of delivering parliamentary services, in a changing environment cont d Learning & Development (L&D) Plan In August 2017, fully costed workforce planning activities relating to L&D activities (job related, corporate training, including knowledge development advisers training budget submissions) to ensure plans support organisational priorities and offers high rate of return on investment. In September 2017, started to embed the foundations of existing programmes and design and pilot additional content. Review of induction for new starters, movers and returners started in June Procurement process continued to secure contractor support using the Wider Public Sector Learning Framework. This is to enable HR to support the Digital Strategy Board (DSB) to identify staff IT and digital capability need by the end of February Members Staff Learning & Development Project Team have reviewed feedback and held meetings which has identified priority development to be designed and delivered. Recommendations on job related and corporate learning and development requirements will be presented to the Strategic Resources Board (SRB) in October Institute of Leadership and Management centre accreditation, modules designed and communications produced by the end of October Working at the Parliament Programme to be designed and rolled out by December Secure Digital Project contractor and hold initial meeting by end October Members Staff Learning & Development Project Team will review learning and development needs to foundations of a development programme in place and running by end March

32 Priority Status Progress & Key Achievements Forward Look A modern Parliament, demonstrating a smart, confident use of technology and information to drive improvements in how we communicate and work G Questions and Motions System Completed analysis of project to re-engineer the Questions and Motions System by end of August Development and technical testing of Phase 2 (Random Draw module) was completed in September Business Testing (User Acceptance Testing) commenced in September 2017 and is progressing well. Phase 2 deployment is scheduled for 13 October Development of Phase 3 (Written Answers module) will commence in October and will run to February Web & Online Roadmap to support aims of the Public Engagement Strategy A Project Manager (and Subject Matter Expert in Web & Online) was appointed in August Consideration of the Discussion document at the Digital Strategy Board in October 2017 seeking endorsement. A "Discussion Document" has been written outlining the approach to delivering the roadmap, covering the Project Approach to undertake user research using a "User Experience" Agency by end of 2017; deliver an "Alpha" site (a clickable prototype website) in Q4; and outlines the proposed Project Board and Core Project Team. Undertake stakeholder analysis, workshops and interviews with key users in November Present user research findings and Top User Task Analysis in December Telephony System Initial discussions held with new IT contract supplier (Leidos) to identify technical resource to take this forward in September New IT contract supplier (Leidos) to submit a proposal and proposed solution in November BIT Management to consider Leidos proposal in December

33 Priority Status Progress & Key Achievements Forward Look A modern Parliament, demonstrating a smart, confident use of technology and information to drive improvements in how we communicate and work cont d Digital Workplace for SPS Programme Migration of 644 SPS users service from on premise to Exchange Online (cloud ) was completed in September Application compatibility testing of all applications was delayed due to higher priority testing work (e.g. for the new Register of Lobbyists) but is not on the critical path so does not affect the overall programme timetable. The new image (PC Configuration for Windows 10 and Office 2016) was delayed by 4 weeks until end September due to key staff focusing on the cyber-attack in August A user persona paper (which outlines the services that will be provided depending on user needs, e.g. mobile user v Holyrood only) was presented to the Board. Committee Agenda System Stakeholder engagement was completed in July Analysis of the high level requirements was completed in August The Options Appraisal Report was completed in September Change Online Support handed over from the programme to operations in October Testing application compatibility with Windows 10 to commence in October Roll out of new devices to SPS staff to commence in November. Options Appraisal Paper will be submitted to Digital Strategy Board in October If endorsed work to develop a full Business Case for a Committee Agenda System replacement will be scheduled. 11

34 Priority Status Progress & Key Achievements Forward Look A modern Parliament, demonstrating a smart, confident use of technology and information to drive improvements in how we communicate and work cont d Digital Strategy Digital Strategy Board (DSB) held a prioritisation workshop in September 2017 to consider around 70 Digital ideas, proposals and projects. The DSB allocated the remainder of its "budget envelope" for in principle in September DSB reviewed the Digital Strategy and agreed that the aims of the Strategy were still valid. Document Retention Project The Document Retention policy went live in SPShare for 6 offices during July, August and September 2017 as planned. The process for the transfer of historical records to the National Records of Scotland (NRS) by summer 2018 was discussed with the NRS in August DSB to be provided with assurance that budget allocations can be executed in DSB to undertake a deep dive into the highest priority Digital Strategy risk in October DSB to consider various Project Proposals through October December Retention schedule to go live on SPShare for a further 6 Offices during Q3. NRS to deliver a Snippet in October Records Manager to submit a paper to LG in October Transition to new IT Services Contract New supplier (Leidos) staff arrived on site in August Transition has been impacted by the August 2017 cyber - attack and a number of the incumbent supplier (CGI) staff leaving the core team. Transition of all core server and network services from CGI to Leidos to be completed by December

35 Priority Status Progress & Key Achievements Forward Look A modern Parliament, demonstrating a smart, confident use of technology and information to drive improvements in how we communicate and work cont d Online Lobbying Register Development of the application was completed. User Acceptance Testing was conducted over summer was completed in September A proposal for a new Application Programming Interface (API is the contemporary term for exchanging data between applications) to enable the Lobbying Register to support the Parliament's commitment to providing open data has was requested and received from the supplier in September Legislative Drafting, Amending and Publishing Tool Main elements of the Beta+ development phase completed in September Integration of recent phases for user demonstration and testing took place over August and September 'Product owner' user acceptance testing, to demonstrate the development to date and highlight priority bugs for future bug-fixing, is continuing. The second stage of the procurement process for the live phase continued and documentation was issued to shortlisted suppliers in September The application will be transferred to the live environment in October This will enable an invited subset of professional lobbyists to put the application and the related processes through their paces prior to full go live in March The API proposal will be evaluated in October Bug-fixing to complete the Beta+ development phase will be concluded and the product released for further user acceptance testing over the coming months. Further progress will be made on the procurement process for the live phase and discussion with suppliers will continue throughout coming months. An independent review of progress has been commissioned and will be conducted in October