Protected. Information Commissioner s Office. Organisational Development Report for Management Board January 2012

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1 Information Commissioner s Office Organisational Development Report for Management Board January Pay The ICO is currently in the final year of the public sector pay freeze. Pay for 2012/13 has been briefly discussed with trade unions in the Joint Committee meeting in October. Since that meeting the Chancellor announced in his Autumn Statement that public sector pay awards will average one per cent for each of the two years following the end of the current pay freeze. There is no specific detail about how this must be implemented, though contractual progression in the development zone will still need to be honored. Further detail should be given with the Treasury Guidance which is usually published in February. 2. Pensions increased employee contributions Changes to the rate of employee contributions to the Civil Service Pension Scheme have been announced. Prior to April 2012, employee contributions were solely dependent on the scheme of which the individual was a member. Members of the Classic scheme paid 1.5%, whilst members of Classic Plus, Premium and the Nuvos schemes paid 3.5%. From 1 April 2012, the rate of contribution will be partly dependent on the scheme and partly dependent on the individual s rate of salary. The level of extra contributions increases with salary. The table below sets out the salary based increases in contributions and also the new rates of contribution for each level of salary. Salary band Extra employee contribution rate New contribution rate from for members of Classic New contribution rate from for members of Classic Plus, Premium and Nuvos Up to 15,000 Nil 1.5% 3.5% 15, % 2.1% 4.1% 21,000 21, % 2.7% 4.7% 30,000 30, % 3.1% 5.1% 50,000 50, % 3.5% 5.5% 60,000 60,001 and over 2.4% 3.9% 5.9% OD Management Board Paper, January 2012 Page 1 of 14

2 These increases in contributions, combined with a cap in the level of salary increase, are likely to be a cause for concern for staff given the impact that they will have on monthly take home pay. 3. Pensions 2015 scheme changes The Cabinet Office and the majority of Civil Service unions have agreed the key features of the new Civil Service pension scheme to be introduced in 2015 that will now be recommended to these unions executives. The offer is a modification of the Government s preferred scheme that was announced on 2 November. The changes make the scheme similar to nuvos, the currently available defined benefit scheme that has been on offer to all staff starting since July 2007 (and which is also a career average scheme). The key elements of the new scheme are as follows: A pension scheme design based on career average; A provisional accrual rate of 2.28% (equivalent to 1/43.9 and very similar to the rate of the current open scheme, nuvos) of pensionable earnings each year; Revaluation of active (i.e. contributing) members benefits in line with the Consumer Prices Index (CPI); a Normal Pension Age equal to State Pension age, which applies both to active members and deferred members; pensions in payment to increase in line with Prices (currently CPI); benefits earned in deferment to increase in line with Prices (currently CPI); Average member contributions of 5.6%, with some protection for the lowest paid (the detailed structure of which is still to be agreed). Members who, on 1 April 2012, are within 10 years their current Normal Pension Age will see no change to when they can retire, nor any reduction in the amount of pension they receive at their Normal Pension Age. Such members of staff will be able to remain members of their existing scheme up to and including the point at which they draw their pension and all scheme rules current in 2015 (including rules on contribution rates) will apply. Members of staff who are less than a further 3½ years outside this protected group, will be eligible for an additional degree of protection, in the form of further accrual in their existing scheme. This protection will be tapered in a linear fashion depending on their age on 1 April OD Management Board Paper, January 2012 Page 2 of 14

3 4. Learning and Development Number of training Quarter days Total L&D spend in the year up to 31 December 2011 was 78,575 Training delivered In-house delivery Protective Marking Training Business Coaching CMEH training Customer Service Training Dignity Diversity and Inclusion Data Protection Foundation Training Enforcement Team Building Day FoI Foundation Training Health and Safety Meridio Master class ISEB Certificate in Data Protection Time Management Workshop PECR Training Interview Skills Coaching ICO Induction Principle 4 Training External delivery Bond Solon Advanced Investigatory Interviewing Advanced Facilitation Skills Westminster Explained - An Overview of Government Westminster Explained An Overview of Parliament Business Coaching Corporate Insolvency RIPA update Crypto Custodian Training Effective Management Reporting, Effectively Presenting Financial information Electronic Health Records, EUMA National Training Day, Fire Warden Training First Aid training for Appointed Person Health and Safety update Human Rights Training Influencing and Negotiation skills workshop Introduction to Evaluation Retirement planning workshop Westminster Explained- Legal Concepts of Plain English for Policy Delivery Team Localism Bill/Act Conference National Stress Awareness Day Public Inquiries Shaping New Law into Highly Developed Advice for Employers SIA conference Commitment to regulation SRA Handbook for Legal Team The Director as a Strategic Leader Human Rights Law Conference 2011 Welsh Course Speed Reading 5. Remuneration Committee The Committee met in December, minutes of the meeting are attached at the end of this report. During the last quarter, advice services to the Committee were reprocured. This has resulted in Total Reward Solutions being re-appointed as Committee advisers. OD Management Board Paper, January 2012 Page 3 of 14

4 6. Equality and Diversity During the last quarter, advice services to the Equality and Diversity Committee were re-procured. The tender attracted a very high level of interest. Following an in-depth assessment process Ali Jarvis of Unify was appointed to provide advice to the Committee. Tony Steed will continue to support the ICO with our Northern Ireland obligations. 7. Recruitment The period from October to December was marked by significant recruitment activity across many departments. Of particular note were campaigns for new Good Practice teams to conduct audits in external organisations and the recruitment of a Director of Corporate Services. The level of interest in all ICO posts has been extremely positive. There are likely to be additional campaigns in January and February to fill residual posts and those which will become vacant due to staff achieving promotions to new jobs. 8. Facilities Management Wycliffe House was inspected by Cheshire Fire Service on 14 December. The visit went well, with all paper work checked and found to be in order. Only one recommendation was made, that we have an automatic door closer connected to the fire panel on the open doors between old Wycliffe house and the new extension. The doors are not fire doors, but the closer would add protection. The Facilities Manager is making arrange with our fire panel contractors for quotations. New telephones have been installed in fire escapes which are connected to a main telephone unit on reception these have been put in place so we can be in contact with any staff member using the fire escapes for refuge in the case of fire. These telephones can also be used in case a member of staff cannot get back onto their floor if they forgotten there door access card. The ICO now has a new cleaning contractor and there is now greater opportunity to liaise with the cleaning contractor area manager. Meetings take place on a fortnightly basis. The introduction of a cleaning contractor report book on reception, which is checked daily by both the Facilities Manager and the cleaning contractors, means that urgent issues can be dealt with promptly. Re-cycling through our paper recycling facilities, we have saved 372 trees in OD Management Board Paper, January 2012 Page 4 of 14

5 Facilities are exploring the possibility of installing solar panels on the roof of Wycliffe House. The initial reaction of the landlords was favourable, though they will need to check local planning rules. Further investigation into costs and benefits will take place is planning regulations would allow panels to be installed. In January 2012 we will be going out to tender for renewal of our Security contract. OD Management Board Paper, January 2012 Page 5 of 14

6 Staffing information as at 31 December 2011 FY , Quarter Total Headcount and FTE (Established staff) 31 December March June September December 2011 Headcount FTE These figures do not include staff employed from agencies, casuals and seconded staff to the ICO. 1.1 ICO staffing levels in recent years Headcount FTE 2.0 Gender Analysis Headcount FTE % of staff (based on headcount) Male % Female % OD Management Board Paper, January 2012 Page 6 of 14

7 3.0 Staffing by Job level Job Level Number % of staff A % B % C % D % E % F % G % H % Level D, 77 Level E, 78 Level F, 34 Level G, 11 Level C, 99 Level B, 29 Level A, 10 Level H, 5 Level A Level B Level C Level D Level E Level F Level G Level H 4.0 Staffing by age Age group No. of staff % of staff % % % % % % OD Management Board Paper, January 2012 Page 7 of 14

8 5.0 Staffing by ethnic origin Asian and Asian British Black and Black British Number of staff % of staff % of Cheshire East population* % of Greater Manchester population % of United Kingdom population % 1.3% 6.52% 4.0% % 0.6% 1.71% 2.0% Chinese % 0.4% 0.78% 0.4% Mixed ethnicity Other ethnicity % 0.9% 1.56% 1.2% % 0.3% 0.53% 0.4% White % 96.7% 88.9% 92% Unknown/ Did not state % * Cheshire East is the local authority area which includes Wilmslow. The figures are provided by Cheshire East Council and do not add up to 100% due to rounding. 6. Other demographic information As part of the 2011 Staff Survey, respondents were asked to provide demographic information which does not form part of the data held on the individual s HR record. It was explained that the information would be used to provide anonymised data about the characteristics of our staff and help us to fulfil our obligations under the Single Equality Act, with the questions asked relating to characteristics which are protected under the Act. The information provides a snapshot of other ICO staffing characteristics. It should be noted, however, that the figures given may be skewed by the fact that 90% of staff responded to the survey, and not all of those staff completed a response for each of the questions listed. OD Management Board Paper, January 2012 Page 8 of 14

9 i) Disability: Do you consider yourself to be disabled? Prefer not to say 8% Don't know 1% Disabled 4% Not disabled 87% ii) Pregnancy/Maternity/Paternity: Are you currently pregnant or on maternity or paternity leave? Prefer not to say 8% Pregnant or on maternity/ paternity leave 2% Not pregnant or on maternity/ paternity leave 90% iii) Dependents: Do you have any dependents or caring responsibilities (for children under 18 or adult dependents who have a disability / need regular care)? Prefer not to say 10% Yes 29% No 61% OD Management Board Paper, January 2012 Page 9 of 14

10 iv) Gender re-assignment: Is your gender identity the same now as when you were born? No 2% Prefer not to say 9% Yes 89% v) Religion and belief: What is your religion? Muslim 1% Any other religison 1% Sikh 0% Prefer not to say 16% None 34% Hindu 1% Jewish 0% Buddhist 1% Christian (all denominations) 46% vi) Sexual orientation: What is your sexual orientation? Gay or lesbian 2% Bi-Sexual 0% Prefer not to say 18% Hetrosexual 80% OD Management Board Paper, January 2012 Page 10 of 14

11 7.0 Staffing by length of service No. Service % Service staff Between 6 Less than % and 8 year years Between 1and 2 years Between 2 and to 3 years Between 3 and 4 years Between 4 and 6 years % % % % Between 8 and 10 years Between 10 and 15 years Between 15 and 20 years 20 Years plus No. staff % % % % % % 8.0 Security checks No. of staff holding clearance No. of staff cleared from to No. of staff currently awaiting clearance SC (Security Check) DV (Developed Vetting) Sickness absence Period Average no. of sick days per person 3.61 (equates to 4.81 for full year) Overall Sickness percentage Short term absence rate* Total number of occasions of absence % 0.88% % 0.92% % 1.68% 386 OD Management Board Paper, January 2012 Page 11 of 14

12 % 1.57% % 1.26% % % No details available No details available *The short term absence rate excludes absences of over three weeks duration. This helps to gauge the scale of short term or intermittent absences. 155 staff have had no sickness absence at all during 2011/12, though this includes staff who started or left part way through the year. Figures on civilservice.gov.uk indicate that the current level of sickness absence in the civil service is 8.0 days. This is the lowest level since (to ) Overall Absence % Short term Absence % OD Management Board Paper, January 2012 Page 12 of 14

13 10.0 Recruitment 01 April to 30 December Number of recruitment campaigns started since 1 April 2011: Campaign details Applications received for campaigns started since Number of interviews conducted Successful candidates New starters: 13 Internal 30 promotions: Internal transfers: 6 * these figures do not include those appointed following significant recruitment activity in Quarter 3, who have yet to take up post Number of new starters by year Year Number of new starters to Leavers and staff turnover Year Number of leavers Staff turnover to % (equates to 8.6% for a full year) % % % % % OD Management Board Paper, January 2012 Page 13 of 14

14 No figures available The 2010 CIPD report on Resourcing and Talent Planning reported that average staff turnover across all sectors of the economy was 13.5%. In the public sector as a whole was 8.6% Health and Safety Number of trained fire wardens: 12 (Wilmslow) and one per regional office Number of trained first aiders (including appointed persons): 21 Accidents All reported accidents RIDDOR reportable accidents Quarter /12 to date 2010/11 (for comparison) Discipline, Grievance and Dignity at Work issues [Table withheld as indviduals could be identified] 14. Reasons for leaving [Table withheld as indviduals could be identified] OD Management Board Paper, January 2012 Page 14 of 14