B Corporate Resources & Regional Affairs Overview & Scrutiny Committee Date: 7 July 2016 Annual Update Report for Workforce (2015/16) Report of the Director of Human Resources Portfolio Member: Councillor David Ledger, Deputy Leader of the Council Purpose of the Report The purpose of this report is to: Provide an annual position statement in relation to workforce related areas of assurance, workstreams/associated action plans and progress to date within key areas for Northumberland County Council To provide assurance to the Corporate Resources & Regional Affairs Overview & Scrutiny Committee that there is provision and monitoring in place to achieve necessary Key Performance Indicators relating to workforce for 2016/17. Recommendations: The recommendations are: Corporate Resources & Regional Affairs Overview & Scrutiny Committee note the contents of the report. Link to the Corporate Plan The Northumberland County Council (NCC) Corporate Plan for the period to 2017 has identified a number of core strategic priorities and supporting key organisational actions of which the following are particularly relevant to the workforce: Make the best use of our limited resources to ensure maximum benefit for all citizens in all communities across Northumberland. Create a unified Council where all staff and elected members understand their role and are motivated to deliver excellent services.
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Information Security and Data Protection awareness – annual refresher
Fire Safety awareness – annual refresher
Health and Safety awareness – one off
Stress Awareness – one off
FOI and Subject Access refresher – one off
PREVENT awareness or WRAP – one off
Workforce Committee has agreed schedules for achievement of appraisals with
Directors/Head of Service and the performance levels achieved by Directorate and
service are being monitored on a monthly basis to ensure the appropriate performance
levels are achieved.
9
MONTH Lost FTE Days Estimated Cost MonthEstimated Cost
per Month
April 2495.53 £236,002.27 April £236,002.27
May 2382.70 £225,331.94 May £225,331.94
June 2699.30 £255,272.80 June £255,272.80
July 2789.73 £263,824.77 July £263,824.77
August 2479.29 £234,466.46 August £234,466.46
September 2800.23 £264,817.75 September £264,817.75
October 3180.06 £300,738.27 October £300,738.27
November 2901.76 £274,419.44 November £274,419.44
December 2844.22 £268,977.89 December £268,977.89
January 3299.38 £312,022.37 January £312,022.37
February 3421.30 £323,552.34 February £323,552.34
March 3432.00 £324,564.24 March £324,564.24
Sickness Absence including Estimated Costs (Last 12 Months)
£273,665.88
Total Estimated cost of sickness = £3,283,990.54
Total Number of FTE Lost Days by Month
Average Cost per month =
0.00
500.00
1000.00
1500.00
2000.00
2500.00
3000.00
3500.00
4000.00
Any compliance/performance issues are raised by the Director of Human Resources
with the relevant Director/Head of Service and compliance will be discussed on a
quarterly basis by the Corporate Leadership Team in the form of a formal Workforce
Assurance report.
Health and Wellbeing
The new shared service for Occupational Health (including Physiotherapy, Counselling
and Psychology) came into being on 9th April 2016. Transition has been well planned
and there are some significant additional benefits for staff and managers with the new
service. A Management Board is in place to review and manage the new service and
activity and quality is being reviewed on a quarterly basis. Initial feedback from staff
from staff and managers is positive and a number of individuals are returning to work
earlier than expected using the advice from the Occupational Health service.
Sickness Absence
Sickness absence for 2015/16 had an annual cost of £3.284m. The average number of
FTE lost days per month is approximately 2894 or 1.21 days per month per employee
(total 9.85 per annum) benchmarked against an estimated average of 8.8 per annum
nationally.
10
Directorate Cost of Sickness
Corporate Resources Directorate Total £327,196.96
Fire and Rescue Directorate Total £246,189.63
Human Resources Directorate Total £21,961.39
Local Services and Housing Delivery Directorate Total £1,060,707.38
Planning and Economy £77,504.58
Strategic Property £17,188.75
Wellbeing and Community Health Services Directorate Total£1,445,372.57
Cost of Sickness Absence by Directorate
£327,196.96£246,189.63
£21,961.39
£1,060,707.38
£77,504.58
£17,188.75
£1,445,372.57
£0.00
£200,000.00
£400,000.00
£600,000.00
£800,000.00
£1,000,000.00
£1,200,000.00
£1,400,000.00
£1,600,000.00
Corp
ora
te R
esou
rces
Directo
rate
Tota
l
Fir
e a
nd
Re
scue
Directo
rate
Tota
l
Hum
an R
eso
urc
es
Directo
rate
Tota
l
Lo
ca
l S
erv
ices a
nd
Housin
g D
elive
ry
Directo
rate
Tota
l
Pla
nnin
g a
nd
Econo
my
Str
ate
gic
Pro
pe
rty
Wellbe
ing
and
Com
mu
nity H
ea
lth
Serv
ices D
irecto
rate
To
tal
The cost of sickness absence by Directorate (see below) similarly shows the greatest
areas being Wellbeing and Local Services where the headcount is significantly higher.
Reporting of sickness absence using e-business is being actively promoted and
providing information to managers and HR representatives at a local level is proving
useful to managers in helping them identify trends, patterns and local issues. Work will
continue on refining this information throughout 2016/17 so that as much information as
possible will be provided in an automated way and will be accessible to all managers
and supervisors within the organisation at all levels.
It is recognised that nearly 51% of all staff assignments have had some absence due to
sickness during the last twelve months (as outlined below).
All
Assignm
ents
Assignments with Absence
Assignments
Without
Absence
Percentage
without
absence
4,070 2,063 2,007 49.31%
Staff (Assignments) without Sickness (last 12 Months)
50.69%
49.31%
Assignments withAbsence
Assignments WithoutAbsence
11
Work is ongoing to promote wellbeing with staff with the key focussed health and
wellbeing initiatives for 2016/17 identified as:
Stress
Resilience
Physical Activity Challenge
Flu
Hand Hygiene
MOT Health Checks
Occupational Health, Public Health and HR/OD are working across the Council to
deliver these areas within a structured programme during 2016/17.
Information is being analysed to ensure that each directorate understands their sickness
absence information with FTE lost days by Directorate information and the associated
costs being provided to managers and the Workforce Committee on a monthly basis.
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 218.24 £22,077.16 April £22,077.16
May 208.54 £21,095.91 May £21,095.91
June 317.79 £32,147.64 June £32,147.64
July 226.49 £22,911.73 July £22,911.73
August 246.32 £24,917.73 August £24,917.73
September 255.35 £25,831.21 September £25,831.21
October 408.89 £41,363.31 October £41,363.31
November 353.78 £35,788.38 November £35,788.38
December 237.33 £24,008.30 December £24,008.30
January 403.52 £40,820.08 January £40,820.08
February 358.2 £36,235.51 February £36,235.51
March 324.53 £32,829.45 March £32,829.45
£27,266.41 Total Estimated cost of sickness -Average Cost per month -
FTE Lost Days by Directorate Including Cost - Corporate Resources Directorate
£327,196.96
0.00
50.00
100.00
150.00
200.00
250.00
300.00
350.00
400.00
450.00
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er
Octo
be
r
Nove
mb
er
Dece
mb
er
Ja
nu
ary
Fe
bru
ary
Ma
rch
12
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 152.74 £17,833.92 April £17,833.92
May 156.11 £18,227.40 May £18,227.40
June 148.94 £17,390.23 June £17,390.23
July 151.23 £17,657.61 July £17,657.61
August 156.8 £18,307.97 August £18,307.97
September 161.69 £18,878.92 September £18,878.92
October 287.05 £33,515.96 October £33,515.96
November 190.64 £22,259.13 November £22,259.13
December 104.5 £12,201.42 December £12,201.42
January 207.74 £24,255.72 January £24,255.72
February 203.07 £23,710.45 February £23,710.45
March 188 £21,950.88 March £21,950.88
£20,515.80 Total Estimated cost of sickness -Average Cost per month -
FTE Lost Days by Directorate Including Cost - Fire and Rescue Directorate
£246,189.63
0
50
100
150
200
250
300
350
April
May
June
July
August
September
October
November
December
January
February
March
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 12.22 £1,388.93 April £1,388.93
May 7.16 £813.81 May £813.81
June 0 £0.00 June £0.00
July 3 £340.98 July £340.98
August 0 £0.00 August £0.00
September 15 £1,704.90 September £1,704.90
October 32 £3,637.12 October £3,637.12
November 10 £1,136.60 November £1,136.60
December 2 £227.32 December £227.32
January 8.5 £966.11 January £966.11
February 23.5 £2,671.01 February £2,671.01
March 79.84 £9,074.61 March £9,074.61
£1,830.12 Total Estimated cost of sickness -
FTE Lost Days by Directorate Including Cost - Human Resources Directorate
£21,961.39Average Cost per month -
0
10
20
30
40
50
60
70
80
90
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er
Octo
be
r
Nove
mb
er
Dece
mb
er
Ja
nu
ary
Fe
bru
ary
Ma
rch
13
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 1055.43 £85,753.69 April £85,753.69
May 1030.73 £83,746.81 May £83,746.81
June 1202.93 £97,738.06 June £97,738.06
July 1208.61 £98,199.56 July £98,199.56
August 1022.28 £83,060.25 August £83,060.25
September 1209.36 £98,260.50 September £98,260.50
October 1122.72 £91,221.00 October £91,221.00
November 906.68 £73,667.75 November £73,667.75
December 890.83 £72,379.94 December £72,379.94
January 1163.16 £94,506.75 January £94,506.75
February 1112.59 £90,397.94 February £90,397.94
March 1129.54 £91,775.13 March £91,775.13
£88,392.28 Total Estimated cost of sickness -
FTE Lost Days by Directorate Including Cost - Local Services and Housing Directorate
Average Cost per month - £1,060,707.38
0
200
400
600
800
1000
1200
1400
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er
Octo
be
r
Nove
mb
er
Dece
mb
er
Ja
nu
ary
Fe
bru
ary
Ma
rch
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 19.96 £2,296.40 April £2,296.40
May 23.48 £2,701.37 May £2,701.37
June 20.72 £2,383.84 June £2,383.84
July 53.1 £6,109.16 July £6,109.16
August 61 £7,018.05 August £7,018.05
September 98.3 £11,309.42 September £11,309.42
October 94.8 £10,906.74 October £10,906.74
November 74.4 £8,559.72 November £8,559.72
December 68.9 £7,926.95 December £7,926.95
January 47 £5,407.35 January £5,407.35
February 42.5 £4,889.63 February £4,889.63
March 69.5 £7,995.98 March £7,995.98
£6,458.72 Total Estimated cost of sickness -
FTE Lost Days by Directorate Including Cost - Planning and Economy Directorate
Average Cost per month - £77,504.58
0
20
40
60
80
100
120
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er
Octo
be
r
Nove
mb
er
Dece
mb
er
Ja
nu
ary
Fe
bru
ary
Ma
rch
14
Work is currently ongoing to address short and long term sickness absence with the
HR/OD team receiving and reviewing the data regularly together with ensuring that
managers and individuals are clear on expectations.
Further Key Performance Indicator’s to be developed
Further KPI’s are to be developed to support the wider workforce issues which include:
Reliance on agency staffing
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 0 £0.00 April £0.00
May 0 £0.00 May £0.00
June 8.76 £1,015.81 June £1,015.81
July 13.68 £1,586.33 July £1,586.33
August 0 £0.00 August £0.00
September 13.14 £1,523.71 September £1,523.71
October 27.06 £3,137.88 October £3,137.88
November 36.33 £4,212.83 November £4,212.83
December 19.33 £2,241.51 December £2,241.51
January 14.6 £1,693.02 January £1,693.02
February 15.33 £1,777.67 February £1,777.67
March 0 £0.00 March £0.00
£1,432.40 Total Estimated cost of sickness -
FTE Lost Days by Directorate Including Cost - Strategic Property Directorate
Average Cost per month - £17,188.75
0
5
10
15
20
25
30
35
40
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er
Octo
be
r
Nove
mb
er
Dece
mb
er
Ja
nu
ary
Fe
bru
ary
Ma
rch
MONTH FTE Lost Days Estimated Cost MonthEstimated
Cost per Month
April 1036.94 £99,494.39 April £99,494.39
May 956.68 £91,793.45 May £91,793.45
June 1000.16 £95,965.35 June £95,965.35
July 1133.62 £108,770.84 July £108,770.84
August 992.89 £95,267.80 August £95,267.80
September 1047.39 £100,497.07 September £100,497.07
October 1207.54 £115,863.46 October £115,863.46
November 1329.93 £127,606.78 November £127,606.78
December 1521.33 £145,971.61 December £145,971.61
January 1530.63 £146,863.95 January £146,863.95
February 1666.11 £159,863.25 February £159,863.25
March 1640.59 £157,414.61 March £157,414.61
£120,447.71 Total Estimated cost of sickness -
FTE Lost Days by Directorate Including Cost - Wellbeing and Community Health Services Directorate
Average Cost per month - £1,445,372.57
0
200
400
600
800
1000
1200
1400
1600
1800
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er
Octo
be
r
Nove
mb
er
Dece
mb
er
Ja
nu
ary
Fe
bru
ary
Ma
rch
15
Recruitment and Selection (including time to recruit and compliance with pre-
employment checks)
Fixed Term Contracts (Use of)
Equality and Diversity
The Council increased its score and achieved 25th place within the top 100 employers
rated within the Stonewall Equality Index as well as being the third highest placed Local
Authority. Julius Veasey, from Stonewall, gave some useful feedback to the Council on
our submission on 11th February and this will be used to inform future work.
Work is ongoing to actively promote and recruit further E&D Allies amongst the
workforce and the Council’s LGBT and Disability Network groups which are ran jointly
with Northumbria Healthcare NHS Foundation Trust continue to be well represented.
16
Implications arising from this report
Policy None Finance and value for money
The workforce is of significant cost to the Council and therefore it is essential that the workforce performs well to ensure that the Council achieves value for money in relation to service provision.
Legal Some policy implications which are being supported by the legal team
Procurement None Human Resources
As included within the report
Property None Equalities (Impact Assessment attached) Yes No N/A
All HR policies and procedures are subject to an equality impact assessment.
Risk Assessment
Risks relating to the ongoing health and wellbeing of staff are managed locally.
Crime & Disorder
None
Customer Consideration
Improved staff performance will impact on the quality of customer experiences.
Carbon reduction
None
Wards All
Report sign off. Authors must ensure that officers and members have agreed the content of the report:
initials
Finance Officer AE
Monitoring Officer/Legal LH
Human Resources KA
Procurement TP
I.T. NA
Executive Director KA
Portfolio Holder(s) DL
Author and Contact Details Kelly Angus Director of Human Resources [email protected]