Minutes
Title:
Executive Team Meeting
Date of Meeting:
4 March 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Clem Brohier (CB - Chair)
Carol Tullo (CT)
Caroline Ottaway-Searle (COS)
Valerie Johnson (VJ)
Rachel Murphy (RM)
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
Sam Whaley (SM)
Jane Craigie-Payne (JCP – item 2)
HR Manager - Organisational
Development & Business Partnering
( item 2)
TNA IT Service Delivery (Strategy) (item
3)
Alec Mulinder (AM – item 3)
Peter Brooker (PB – item 4, 5 and 8)
David Sawyer (DS – item 6 and 7)
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Apologies: Jeff James (JJ), Mary Gledhill (MG)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on the 26 February 2015 were reviewed
and approved.
1.2
There were no conflicts of interest declared.
2.0
Engagement Survey – Key themes
2.1
Comments from the Civil Service Staff Survey were sent to the Executive Team in
January 2015. The Chief Executive and Keeper had requested a discussion on a
number of key themes.
2.2
The Executive Team discussed the key themes.
2.3
VJ advised that a clear response, outlining the reasons why The National Archives
employees did not receive London Weighting, would help reduce concern around
this issue.
2.4
Action: JCP and COS to investigate issue and put out comms.
JCP /
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COS
2.5
JCP said that good communication across the organisation was important in
reducing concerns of silo working.
2.6
The HR Manager - Organisational Development & Business Partnering noted that
the current work being undertaken regarding re-alignment provided opportunities to
reduce silo working.
2.7
JCP noted that there was an introduction thread on Narnia which proved useful for
those new to the organisation.
2.8
COS said that a number of departments had very little flexibility in working location
and patterns and needed to be at Kew. This point should be remembered in
relation to requests to work from home.
2.9
The Executive Team noted the key themes of the Engagement Survey.
3.0
Network Support
3.1
CB explained that approval was being sought to go ahead with a project.
3.2
The Executive Team discussed the paper which clarified the implications of the
project and the ongoing, transitional and existing costs.
3.3
Action: The Executive Team agreed the IT Service Delivery (Strategy) staff
member to explore options and bring back to Executive Team ahead of
making a final decision.
4.0
Strategic Risk Register
4.1
Action: Risk 2 - PB to change ‘connections’ to ‘reporting’ in supplementary
description.
PB
Action: Risk 4 - PB to add KIM leaders’ network.
PB
CO
4.2
4.3
5.0
The Executive Team noted the Strategic Risk Register
January Dashboard
5.1
The Executive Team reviewed the January Dashboard.
5.2
Action: PB to add in customer satisfaction data.
5.3
The Executive Team noted the January Dashboard.
6.0
January Financials
6.1
DS took the Executive Team through the January finance report explaining that the
Executive Team were being asked to note and approve.
6.2
We remain on track to deliver against our financial targets. For the 10 months to
January non ring-fenced expenditure was lower than forecast, but this was
PB
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primarily driven by timing for income and expenditure and spread over several
areas.
6.3
The Executive team discussed.
6.4
Executive Team noted and approved the report.
7.0
2015-16 Draft Budget
7.1
The Executive Team were being asked to note the draft Budget.
7.2
DS stated that we were over our controls total for non-ring fenced expenditure and
this gap needed to be closed in order to balance the budget.
7.3
CB noted revenue spend needed to be reduced.
7.4
Action: PJM to arrange separate the Executive Team meeting focusing on the
Budget.
7.5
Action: Any proposals for classification of capital spend to be sent through to DS
for testing.
7.6
The draft Budget 2015-2016 was noted
8.0
Draft Business Priorities 2015/16
8.1
The Executive Team reviewed the draft Business Priorities 2015/16.
8.2
Action: PB to ensure consistency of language across all stated completion dates.
PB
8.3
Action: SW to investigate guidance relating to the use of certain templates.
SW
9.0
AOB
9.1
COS noted plans to hold a ‘Magna Carta Day’ at Kew involving local
schoolchildren.
9.2
CB reminded the team that Management Board pre meet bullet points need to be
sent in by noon on Tuesday.
9.3
VJ congratulated The National Archives colleagues who spoke very well at the
recent Aylmer Seminar.
9.4
RM noted that ‘Tech Week’ had been very successful and received strong levels of
engagement.
9.5
SW informed the Executive Team on developments regarding the Public Bodies
Act.
9.6
There being no further business the meeting was brought to a close.
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PJM
All
Minutes
Title:
Executive Team Meeting
Date of Meeting:
11 March 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Clem Brohier (CB - Chair)
Carol Tullo (CT)
Caroline Ottaway-Searle (COS)
Valerie Johnson (VJ)
Rachel Murphy (RM)
TNA
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
Senior Project Manager 1 (item 2)
Senior Project Manager 2 (item 3)
Alec Mulinder (AM – item 3)
Peter Brooker (PB – item 4 and 5)
TNA
TNA
TNA
TNA
TNA
Apologies: Jeff James (JJ), Rachel Murphy (RM)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on the 4 March 2015 were reviewed and
approved.
1.2
There were no conflicts of interest declared.
2.0
ICT contracts update
2.1
The Executive Team were being asked note a paper that illustrated key
procurement activities.
2.2
The Senior Project Manager 1advised that the increased use of CCS framework
agreements ensured greater compliance to Cabinet Office guidance and should
provide increased leverage with suppliers in the event of sub standard
performance.
2.3
The Senior Project Manager 1 took the Executive Team through the paper.
2.4
MG requested written guidance on what operations can now be performed
remotely as this was a change in policy.
2.5
Action: Senior Project Manager 1to speak to RM and provide this information to the
Executive Team.
2.6
CB noted the need to focus on quality as well as price when choosing suppliers.
2.7
Senior Project Manager 1 advised that while many of the big savings had now
been made there would still be opportunities to make savings.
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Senior
Project
Manager
1
2.8
The Executive Team noted the paper.
3.0
Closure report - Windows 7
3.1
The Executive Team were being asked to note the benefits and success factors
from the Project Closure Report and to agree the recommendations set out in the
Lesson Learnt Report.
3.2
The Senior Project Manager 2 took The Executive Team through the two reports.
3.3
AM said that there was greater business engagement and testing. Governance
structures were now in place to thoroughly oversee future projects.
3.4
The Senior Project Manager 2 noted that colleagues from non technology areas of
the business now sat on technology projects governance boards.
3.5
Action: Senior Project Manager 2 to investigate how this project was reported to
The Executive Team.
3.6
The Executive Team noted the Project Closure Report and agreed the
recommendations set out in the Lesson Learnt Report.
4.0
January Business Priorities report
4.1
PB took the Executive Team through the 29 Business Priorities and their RAG
status.
4.2
PB advised that this report is published, with commentary, on our website
4.3
Priority 19 and Priority 28: CT noted these were now green RAG status.
4.4
Action: PB to add Deferred to the Performance RAG scale.
4.5
The Executive Team noted the report.
5.0
Review of Dashboard measures 2015/16
5.1
The Executive Team were being asked to review the proposed dashboard metrics
for 2015/16.
5.2
The Executive Team reviewed the proposed Dashboard measures and the
following was requested:
5.3
Action: CT to review any additional metrics to fall within the Government area.
CT
5.4
Action: UK Govt web archives metric – MG to speak to Suzy Espley regarding
which of these metrics should come off (there are currently 2 – visitors and visits).
MG
5.5
Action: Metric on availability of key internal systems to be removed for 2015-16.
IG
Senior
Project
Manager
1
PB
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5.6
Suggested new metrics for 2015/16:








Born Digital Records Accessioned
Number of hits/views for TNA/non TNA catalogue items
Records accessioned to DRI – in terms of the time it takes
Number of catalogue grants projects each year
Number of IMAs
Number of accredited archives
Number of grant applications made each year (against our target)
Funding success for those grant applications (against our target)
6.0
AOB
6.1
MG advised that there were potential issues around volumes of photography of
documents in the Document Reading Rooms. Action: COS to discuss with Tom
Gregan.
6.2
VJ noted that there had been a request from BIS for a response to the Nurse
Review. VJ to consult CEO’s Office and ASD ahead of drafting response.
6.3
CT noted concern around the Treasury Solicitors team being disbanded and
ongoing support for her directorate.
6.4
There being no further business the meeting was brought to a close.
Minutes
Title:
Executive Team Meeting
Date of Meeting:
18 March 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ - Chair)
Clem Brohier (CB)
Caroline Ottaway-Searle (COS)
Valerie Johnson (VJ)
Rachel Murphy (RM)
Mary Gledhill (MG)
Sam Whaley (SW – item 8, 9)
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Trish Humphries (TH - minutes)
Programme Manager (Item 2 and 7)
Information Manager (Item 2)
Records Manager (Item 2)
IT Security Architect (Item 2)
Chris Cooper (CC – item 2)
David Sawyer (DS – item 3,4, 6)
Jane Craigie-Payne (JCP – item 3, 11)
Deputy Corporate Planner and
Transitional Change Manager (Item 5)
Page 6 of 9
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Principle Records Specialist Manager Medieval & Early Modern (Item 7)
Alison Webster (AW – item 8)
Andrew Payne (AP – item 7
TNA
TNA
TNA
Apologies: Carol Tullo (CT)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on 11th March 2015 were reviewed.
1.2
2.4 ICT Contracts Update:
Executive Team was advised that the guidance information was being prepared
and will be circulated.
1.3
The minutes of the meeting were approved.
2.0
Information Security Risk Appetite
2.1
2.2
CB introduced a paper outlining the current position regarding risk to assure
Executive Team that there is a system of collecting indicators to ensure risk is
managed effectively within The National Archives. He confirmed that a system of
reporting has been developed to satisfy him as SIRO.
2.3
Executive Team welcomed the clear and informative paper.
2.4
Executive Team agreed that the reputational issue is important and discussed a
number of possible measures which could be introduced to keep the risk appetite
acceptable and staff awareness at a high level.
2.5
JJ advised that he would be happy to produce a blog on the subject and be the first
to undertake the new e-learning training being produced.
3.0
Corporate Vacancy Management
3.1
Executive Team was asked to consider a proposal to revise the corporate vacancy
management process. This will ensure vacancies are considered at a corporate
level in advance of the commencement of the recruitment process and streamline
the procedure.
3.2
There was some concern about a proposed freeze on recruitment until April, when
the new process will come into effect. JJ advised that this was so that all Directors
could be given an opportunity to review the paper.
3.3
The paper included a chart illustrating the new process and JJ requested that an
additional box be included to show that on occasion applications may be refused.
JCP
3.4
Executive Team agreed with the proposal but requested consideration be given to
JCP
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how the change was communicated to staff.
3.5
The current Business Cases were considered and all were approved.
4.0
February Financials
4.1
Executive Team considered the February financial report and DS advised that
although there was still a slight underspend, this was being managed and will be
reflected in the report for the forthcoming Management Board.
5.0
Agenda Item 6. Budget 2015/16
5.1
Executive Team reviewed the Budget paper and noted that the final proposed
figures were still slightly over the Budget. A number of possible solutions were
discussed and Executive Team agreed to discuss the issue in more detail in the
Business Plan item.
6.0
Agenda Item 5. February Dashboard
6.1
Executive Team reviewed the February dashboard paper and noted that some
figures were down on the previous year, including sickness. The recent customer
satisfaction survey results will be collated for April, but indications were that the
onsite results were approximately 95%.
6.2
It was noted that Sustainability had met and exceeded the Government target,
although failing The National Archives internal target which, it was acknowledged,
had been very ambitious.
6.3
This excellent performance against the Government requirements will be reported
in the Annual Report, and JJ commended the team for their impressive efforts.
7.0
Grants Panel
7.1
Executive Team was advised that three applications had been passed by the
recent Grants Panel and were being presented to the meeting for consideration.
7.2
Support was being requested for a seven year project on the Tudors. Outcomes
would include a conference, academic journal and online platform.
7.3
Executive Team agreed that the project was a very valuable one, but expressed
disappointment that there was unlikely to be any education focus. They also felt
that measures will need to be taken to ensure the longevity impact survives after
the funding period.
7.4
The application was approved.
7.5
Support was requested for a project with participation from the Education
Department, to provide education and outreach events in connection with the role
of women during the First World War. The project will include the development of
an online lesson and onsite lesson package, and school outreach workshop.
Page 8 of 9
7.6
The application was approved.
7.7
It was suggested that there may be an opportunity for media coverage and the
Media team should be kept informed. Executive Team also suggested that the
Head of Marketing be invited to attend Grants Panel meetings to ensure that a
media and communication view was given to all applications.
7.8
Support was requested for a project to conduct research into the digital sensitivity
review of records. The National Archives has previously been involved in this
work, and it was agreed that the project is in line with the strategic priorities.
7.9
The application was approved, but Executive Team agreed that involvement by
The National Archives would need to be carefully managed.
8.
Business Plan
8.1
The revised version of the Strategic Plan was presented to Executive Team for
consideration and comment.
8.2
JJ advised that the Strategic Plan has been reviewed by the Minister, who had
made a number of comments which had been incorporated.
8.3
The Plan was discussed and a number of minor amendments made, which will be
implemented in advance of the Management Board meeting.
8.4
At this point, Executive Team returned to the budget issue.
8.5
An alternative suggestion was considered. CB confirmed that although this would
cause some issues, he was satisfied that it was a viable solution. Consideration
could also be given to the possible phasing of some of the projects.
9.
Governance Review
9.1
Executive Team was advised that a paper was being prepared for Management
Board. SW advised that he had sought the views of the non-executive Directors.
The results of the review would be more widely discussed at the Board meeting.
10.
Any Other Business
There being no further business, the meeting was closed.
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