Implementing a Policy Management Solution

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Implementing a Policy Management Solution
Catherine Halford Governance Services
Manager Solihull MBC 25th February 2009
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Aim of Today

• An introduction to SMBC
• Why are we bothered?
• Policy Management at Solihull
• The issues and drivers for change
• Why did we choose a software solution?
• Our progress to date

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Solihull

• 1 of 7 Metropolitan Councils in the West Midlands
  
• Located between Birmingham (west), and Coventry
  and Warwickshire (east)
• Population of around 203,000
• Some 8,000 employees
• In 2008/09 received the lowest level of
  government grant per head - 259 compared to 497
  (Met average)

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Why are we bothered?

• Key element of good governance
• Assessed externally
• Minimise the risk of criticism or legal action
• Assurance required by funding organisations

Your policies must be relevant, accurate, up to
date and implemented Big Lottery Fund (BIG) Good
Governance Guide
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Solihulls Corporate Governance Division

• Governance Services
• Risk Management
• Health and Safety
• Internal Audit
• Legal Democratic Services

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Policy Management at Solihull

• Performance, Policy and Information Division
• Statements of Required Practise (SORPs)
• Corporate Policies
• Local Policies

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In practise, we have

• Inconsistent communication channels
• No one place for employees to refer to
• Communications that arent always focused,
  relevant or timely
• Updates circulated by a variety of means
• Time consuming manual checking and chasing
  processes
• Assumptions about the levels of understanding and
  compliance
• Distribution costs that could be less
• Increased risk of non-compliance
• Lack of evidence to demonstrate compliance

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Drivers for Change

• Legislation
• External Inspectors
• Efficiency agenda
• E-learning agenda

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Why a software solution?

• Provides for cost-effective and timely
  distribution
• Allows us to target those who need the
  information
• Automates a time consuming manual checking and
  chasing process
• Provides evidence of an employees understanding

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Why a software solution?

• Reduces potential liability and the risk of legal
  action
• Compliments other learning and supports the
  induction process
• Provides a personal library of relevant policies
• Improves overall governance arrangements

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What are we aiming for?
A robust assurance and challenge process Targeted
support and training Improved credibility Increase
d capacity A value for money option
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Starting the journey

• Director support
• Early procurement advice
• Set up a Project Team including
• Sponsors
• Specialist advice
• Users
• Robust testing, implementation and launch plans
• Involve key stakeholders

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Our Guiding Principles

• Plan thoroughly
• Keep the user in mind
• Start in a simple manageable way
• Maintain a corporate focus
• Develop our approach as we become more
  experienced

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Obstacles include

• Maintaining support
• Being seen as an add on or additional
  responsibility
• Becoming a tick box exercise
• Not the answer to everything

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The Future

• Policy Management
• Audit Reports
• Management Action Plans
• Annual Governance Statement assurances
• Customer Feedback

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Any Questions ?