Title: Policy and Review Topic Panel B Review of Asset Management Audit Reports
1Policy and Review Topic Panel BReview of Asset
Management - Audit Reports
- Stephen Checkley - Head of Asset Management
Service
2Outline 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
3Role 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
4Matching the estate to available resources -
Objectives and Methodology
- Objectives
- Methodology
- Main conclusions
- Positive action
5Matching 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
6Managing 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
7Managing Office Space Initiatives
- Flexible Working
- Storage Space
- Training Facilities
- Meeting Facilities
- Rationalise operational portfolio
- Suitability and Sufficiency surveys
- Property Sharing
- Partnership working
- Incentives
8Matching 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
9Questions and Answers
- David Martin - Audit Commission
10Implementation of Improvement Plans
11Implementation 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
12Implementation 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
13Questions and Answers
- David Martin - Audit Commission
14Internal 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
15Internal 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
16Internal 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
17Questions and Answers
- Lizzie Goodwin - Internal Auditor
18Policy and Review Topic Panel BReview of Asset
Management - Audit Reports