Minutes from the Departmental Board meeting on 26 October 2023.
Present:
- Mike Brennan (Chair)
- David Malcolm
- Louise Watson (deputising for Moira Doherty)
- Shane Murphy
- Richard Rodgers
- Alan Russell
- Michelle Scott (deputising for Paul Grocott)
- Fiona Keenan (non-executive board member)
- Michael McKavanagh (non-executive board member)
In attendance:
- (Name redacted) (CMB)
- (Name redacted) (Corporate Governance Secretariat)
- Victor Dukelow (board observer)
- Lisa Morgan (for ODT)
- (Name redacted) (for IT item)
- (Name redacted) (for Invest NI item)
- (Name redacted) (for Invest NI item)
- (Name redacted) (Boardroom Apprentice)
Apologies:
Michelle Bell, Moira Doherty and Paul Grocott. Marlene McIntyre now attends quarterly.
Agenda items
Agenda Item
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Actions Arising from Discussion
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Action Owner and Current Position (to be completed prior to the next Board Meeting)
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Agenda Item 1: Board Register of Interests/ Conflicts
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No new interests declared.
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Agenda Item 2: ODT agenda
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Board members convened a Programme Board meeting.
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Agenda Item 3: Review of IT systems across DfE
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(Name redacted) presented:
- Recent cyber-attack on a major supplier. Subsequent investigation of DfE systems shows it is in a position of weakness.
- A lot of smaller systems are out of support. One of the larger systems has issues which need to be addressed promptly. 1 system is 20 years old, out of support and needs updated.
- Looking at other NICS solutions to replace unsupported smaller systems. Want to replace some using low code solutions which can be rapidly developed.
- AI will drive efficiency but needs done in a secure manner.
- The Board agreed that any new IT development projects are supported centrally within DfE,
- The Board approved a scoping exercise to identify what the additional resource requirements are for this solution.
- The insolvency application has been health checked and a medium risk identified – AP: A report to be produced on the detail of this.
- It was noted that the final payment on the domestic RHI system will be made this year.
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Name redacted
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Agenda Item 4: Minutes of the meeting of 28 September
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Agreed without amendment.
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Agenda Item 5: Strategic Issues
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Mike Brennan presented:
Budget
- The NICS overspend for 2023/24 is currently estimated at slightly over £1.4bn.
Joe Kennedy Visit
- This comes to an end tomorrow. Thanks to Shane’s team for their work.
Invest NI
- Kieran Donoghue will be the new Chief Executive.
- The Chair competition has launched.
FE Reform
- An update was given to the current position of a severance scheme.
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Agenda Item 6: Budget Discussion
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Sharon Hetherington presented:
- DfE have commissioned the final budget exercise for 2023/24.
- There is a plan in place to use up to £15m RDEL. Need to plan how to spend any further funding if it becomes available as there could be some significant easements/ underspends.
- We should be able to utilise any CDEL.
- Assurances have been received that Shared Prosperity funding will be spent.
- Nothing received from DoF on future years budgets. An internal information gathering exercise will probably be commissioned.
- Annual Report and Accounts – Auditors think C&AG may have these signed off by the end of November.
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Agenda Item 7: Invest NI Review
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(Names redacted) presented: -
- The Action Plan has been published. 35 strategic actions across 17 areas. Each action underpinned by a delivery plan.
- Stakeholder calibration & pre-launch engagement included HOCS endorsement, political engagement, Local Government engagement and external calibration with the Independent Review Panel, Frances Ruane, NI Business Alliance and Solace NI.
- Mixed reactions to the Action Plan have been received.
- Immediate actions taken were discussed.
- Invest NI have a new written purpose.
- Next steps to target outcomes will involve a DfE led Implementation Oversight Group and an Invest NI programme.
- Immediate Priorities are: Enhanced oversight and assurance; Invest NI’s delivery structures, Implementation Oversight Group meeting 16th November and Quarterly assurance reporting from January 2024.
- 45 staff from Invest NI have been identified to be redeployed to implement the Action Plan.
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Agenda Item 8: Papers for Discussion
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Resourcing and People Committee
David Malcolm led a discussion on vacancies:
- We know where vacancies are but not if they are needed. Only line managers know the reality.
- Some work areas are much busier than others. How important is the work that is being done? Are jobs being done by the wrong grades?
- We need to challenge if there are genuine gaps, to be led by G3 down. AP: RPC need to be advised to challenge requests to fill vacant posts.
- There has been concern that some Skills Academy staff didn’t have a job description or PPA for their post.
Results of 2023 NICS People Survey
David Malcolm led a discussion on the results of the survey; -
- Disappointing results compared to last survey but DfE results above NICS average in all areas. A good response rate.
- Leadership results surprisingly poor. Pay is an issue.
- A lot of people want less hybrid working.
- ODT work hadn’t factored in as the responses to the survey were 6 months ago.
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David Malcolm
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Agenda Item 9: Any Other Business
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RHI
- DfE are in front of the NI Affairs Committee in two weeks.
- Business case being revised after being through Casework.
- Plans for legislation are progressing. This needs to be through Parliament Q1 2024.
G3 Session 27/10/23
- This is a 3-hour session. It is not clear what the agenda item is.
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Date of next meeting: Thursday 30 November 2023, Adelaide House, Belfast.