East Performance Management Network Meeting: 6th April 2017

Held at District Council (Narborough, )

Minutes

Attendees:

Christos Zannettou - Council Chris Clarke - Ashfield District Council Jacqui Clarke - Blaby District Council Alison Moran - Blaby District Council Suzanne Kinder - Charnwood Borough Council Samantha Jeffrey - East District Council Sacha Acland - District Council Alan Green - Gedling Borough Council Cal Bellavia - & Bosworth Borough Council Pat Jukes - Lincoln City Council Jasmine Sodhi - County Council Stewart Tiltman - Melton Borough Council Tracey Clipsham - Newark & Sherwood District Council Amar Bashir - North East District Council Sabrina Doherty - NW Leicestershire District Council Joe Harkin - & Borough Council Samantha Pearson - District Council

Apologies:

Joanne Wilson - Council Suzanne Rolfe - Boston Borough Council Martin Paine - Broxtowe Borough Council Donna Reddish - Chesterfield Borough Council Matthew Walters - Derbyshire County Council Corinnna Beatson - District Council Kirsty Lowe - Councils Martin Durkin - Erewash Borough Council Anita Jackson - Gedling Borough Council Vanessa Higgins - High Peak & Staffordshire Moorlands Angelika Fryziak - District Council Amy Jones - North Kesteven District Council Esther Watt - North Kesteven District Council Duncan James - North Kesteven District Council Chris Common - City Council Jackie Pinkett - County Council Charlotte Paine - South Holland District Council

1. Welcome and Introductions – Alison Moran (Blaby DC) chaired the meeting. Round table introductions followed.

2. Notes from last meeting - Agreed

3. Presentation from East Northamptonshire District Council, showcasing their performance dashboards built in Inphase and explaining how this was achieved.

--Refreshments & Networking break--

4. Information Sharing  How everyone reports Channel Shift

Measures discussed: % of face to face contact % of contact by telephone % of contact via web Green waste renewals Card payments via web Online benefit applications

Blaby DC collect data from all online forms and report on take up, this includes signups to online ‘My Account’, direct debits, e-billing, bulky waste collection, Council Tax processes and online benefits applications. These are presented as numbers and as a % of all interactions

 Is there anyone that doesn’t use performance software, how do they manage?

Melton and North West Leicestershire do not currently have performance software. Melton use spreadsheets and find that it works very well for them. NW Leics currently use spreadsheets but find that it is very time consuming and are considering purchasing a software product. Lincolnshire CC have developed a in- house system.

There was a discussion around the table about ‘tolerances’ when reporting. Most people were using a 10% tolerance but adapting to the type of indicator and what was realistic.

 Whether people include finance performance in their reports and how?

It was suggested that just including key income streams in performance reports works well. Others include a high level summary and exceptions.

 How people use their CRM system to inform performance – this was covered in a previous discussion.

 Performance measures that colleagues will be monitoring/reporting for 17/18 All to send performance measures to Kirsty Lowe. Blaby will ask Kirsty to send a reminder out and collate responses to be circulated to the network.

5. Future meeting dates, agenda items and venues

East Northants offered to hold the next meeting Derbyshire CC will demonstrate their performance system at the next meeting

6. Any other business

Does anyone have a ‘Deprivation Dashboard’ or something similar? Hinckley & Bosworth have done some work around a heat map to show deprivation.

How do other authorities manage target setting?

Charnwood – Heads of Service set their own tolerances against target, these are challenged at SMT. Managers are quite realistic. If they have a ‘red’ measure they have to attend Scrutiny with their lead Member.

Others - Targets set based on last year and previous 5 years data. Approval by SMT. Targets on underperforming and over-performing measures are looked at again.

Tolerances discussed varied up to 15% depending on the type of measure/data

7. Next meeting

East Northamptonshire Council have offered to host the next meeting in October.

Meeting closed at 12 noon