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Policy and Review Topic Panel B Review of Asset Management Audit Reports

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Policy and Review Topic Panel B. Review of Asset ... Role of the Audit Commission. Appointed by Director of Finance and ... and policy compliance ... – PowerPoint PPT presentation

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Title: Policy and Review Topic Panel B Review of Asset Management Audit Reports


1
Policy and Review Topic Panel BReview of Asset
Management - Audit Reports
  • Stephen Checkley - Head of Asset Management
    Service

2
Outline of Presentation
  • Introduction to the role of the Audit Commission
  • Audit Commission reports
  • Implementation of improvement plans
  • Matching the estate to available resources
  • Internal Audit Reports
  • Internal Audit - Commercial rents
  • Recommendations arising
  • Action plan - Officers response
  • Questions and answers

3
Role of the Audit Commission
  • Appointed by Director of Finance and Resources as
    a consultant
  • To monitor and challenge our approach to Asset
    Management Planning
  • To advise on good practice
  • To make recommendations for improvement
  • To ensure delivery of priority driven corporate
    resource management

4
Matching the estate to available resources -
Objectives and Methodology
  • Objectives
  • Methodology
  • Main conclusions
  • Positive action

5
Matching the estate to available resources -
Maintenance Gap
  • 40m maintenance backlog (2003)
  • 7.1m Priority 1 (URGENT)
  • Risks to occupants and service delivery
  • Health and Safety Notices
  • Targeting of resources
  • Revenue Maintenance gap 3.5m revenue per annum
    over 10 years
  • RPI increase 2-3Building Cost inflation 5
    - 8
  • Sustainable portfolio through re-investment

6
Managing Office Space Performance and targets
  • Small improvements made without targets for
    improvement
  • PCC 11.6m2 per person
  • Best quartile 10.0m2 per person
  • Variance 6.4m2 to 24.6m2
  • 30 to 60 above Audit Commission recommendations
  • Abortive investigation through In-sourcing
    partnership

7
Managing Office Space Initiatives
  • Flexible Working
  • Storage Space
  • Training Facilities
  • Meeting Facilities
  • Rationalise operational portfolio
  • Suitability and Sufficiency surveys
  • Property Sharing
  • Partnership working
  • Incentives

8
Matching the Estate to available resources
  • Recommendations
  • Re-cycle capital receipts
  • Space champion
  • Space Standards
  • Resources to implement
  • Robust Utilisation data
  • Sharing of assets
  • Consider Acquisitions and Disposals corporately
  • Partnership working
  • Incentives to release assets
  • Proposed Response
  • Report to CMT/Executive
  • Report to Leader
  • Require resources for property review
  • Service Asset Management Plans
  • Enforce Standing Orders and ensure use of AMG
  • Consult with LSP
  • Space Standards

9
Questions and Answers
  • David Martin - Audit Commission

10
Implementation of Improvement Plans
  • Objectives
  • Methodology

11
Implementation of Improvement Plans
  • Conclusions
  • Substantial Progress
  • Need corporate focus in some areas
  • Progress towards Energy Management
  • Alternative methods of Service delivery
  • Design and Maintenance as part of Project
    Management
  • Performance Management targets

12
Implementation of Improvement PlansRecommendation
s
  • Proposed response
  • Scrutiny Panel Review
  • Being developed as part of appraisal system
  • Included in Business Plan
  • Funding for EEO/Member champion
  • Processes to be developed
  • Identify key officers for project teams
  • Recommendations
  • Alternative service delivery methods
  • Action plans for team members
  • Set performance targets
  • Reduce Carbon emissions
  • Reduce high occupancy costs
  • Improve project management

13
Questions and Answers
  • David Martin - Audit Commission

14
Internal Audit Report 2003/4
  • Objectives
  • Strategic Management
  • Compliance with regulations
  • Operational effectiveness
  • Data integrity and accuracy
  • Main Concerns
  • Lack of specific policies for property management
  • Insufficient resources

15
Internal Audit Report 2003/4
  • Recommendations
  • Document policies
  • Update Property Strategy
  • Monitoring of strategy and policy compliance
  • Undertake option appraisal before acquisition of
    property
  • Management of staff
  • Identify Ancient Corporate Property
  • Revaluation of Assets
  • Adequate resources
  • Rent Recovery processes
  • Reliance on key individuals

16
Internal Audit Report 2003/4
  • Recommendations - contd
  • Adhere to year end procedures
  • Improve reporting capability of Estateman
  • Improve data collection on Estateman by all staff
  • Recharge of insurance premiums
  • Monitoring of casework with Legal Service
  • Project control sheets
  • Password protection and access to software
  • Consider alternative asset management software
  • Ensure evidence of authority to transactions is
    held on file
  • Schedules of contents prior to acquisition
  • Office procedural manual
  • File notes of negotiations

17
Questions and Answers
  • Lizzie Goodwin - Internal Auditor

18
Policy and Review Topic Panel BReview of Asset
Management - Audit Reports
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