Libraries and Archives Service Staff Engagement Final Briefing
Libraries and Archives Service Staff Engagement Final Briefing 25 th November 2020 Serving the people of Cumbria
Agenda • • • Council Position and Recap on Objectives Feedback received Final Agreed Structure Key Changes Level of Impact Timeline and Stages of the Process – Including VR Application • Employee Support and Advice • Next Steps & Key Dates Serving the people of Cumbria
Council Position and Review Objectives The key aims of the review are to: • Introduce strategic capacity and county level co-ordination • Provide a greater focus on the customer • Provide dedicated resource to support the digital customer offer for archives and libraries • Create flexible and agile outreach capacity • Support the streamlining of logistics for the service • Provide consistency in structure, roles and approach across the service • Deliver financial efficiencies Serving the people of Cumbria
Proposals, Feedback and Engagement • • 38 staff attended initial engagement sessions. 36 staff attended the midpoint sessions. 27 individual 1 -2 -1 s were facilitated as well as a group session with CSMs Briefing session for those impacted by new pension regs 1 -2 -1 discussions with People Management Additional Meetings with TUs Trade Union commitment and attendance welcomed Grateful for the many FAQs and consultation responses received and thoroughly considered. Serving the people of Cumbria
Key themes Support for • a countywide approach and consistency to the service • centralisation and co-ordination of some activity • balancing local responsiveness with county wide approaches • new roles - particularly the operational lead, digital development officer, business systems and culture, outreach and partnerships roles Concerns or questions about • arrangements for supervision and support of the frontline • spans of control • role titles – operational lead and outreach officers • how property related matters will be dealt with • base/ location for some roles – centralised teams • allocation of library development officers and outreach officers • if location preference can be considered when structure being implemented • archive outreach Serving the people of Cumbria
Key themes Mixed views on • requirements for qualifications • the career progression opportunities the new structure provides Recognition from consultees that • a range of roles have ended up supporting the frontline over the past few years, limiting peoples ability to undertake the role they were employed to do • the new model will require team members to work with a high degree flexibility and agility – across teams and geographies • need for strong joint working post implementation Serving the people of Cumbria
Key Changes in response to feedback • • • All role profiles checked to ensure clear about service area and reporting lines Change in role title for Library Outreach Officer to Library Outreach Project Officer and inclusion of support for archive outreach in role profile Culture, outreach and partnerships role profile amended to include support for archive outreach and corrected number of staff the post is responsible for Change in role title for Operational Lead to Delivery Lead for Libraries. Removal of staff rotas from role profile and inclusion of responsibility for line management of the business system post Change in role profile to Library and Customer Manager to reflect removal of direct line management of the frontline and clarification of budget responsibilities The Business System post will sit as part of the Library and Archive service Change to Library Development Officer role profile to include “working towards” the professional qualification A role will be introduced in phase 2 to supervise library assistants locally to address concerns about span of control for library and customer manager role and need for direct support to the frontline Capacity to deal with property related issues to be dealt with in phase 2 – to address concerns about frontline teams spending significant time following up and arranging visits Serving the people of Cumbria
Final structure Green = new post Library and Archive Manager (17) Archive Professional Lead x 1 (15) Senior Archivist, Conservators Archivists & Archive Assistants – structure to be reviewed in phase 2 Existing position Manager – Schools Library Service x 1 PT School Service Officer and Senior Support Services Officers Library & Customer Managers x 6 (15) Delivery Lead for Libraries x 1 (15) Supervisory Role to be included in phase 2 to provide line management of library Assistants Grey = posts to review in phase 2 Digital Development Officer x 1 (12) – part of Digital team – dotted line to library and archive service Library Assistants Outreach, Culture and Partnerships Officer x 1 (14) Library Outreach Project Officer x 12 (8) Business Systems Officer x 1 (11) – dotted line to Business Systems Team Library Development Officer x 6 (10) Drivers and Business Support – structure and supervisory arrangements to be developed in phase 2 Serving the people of Cumbria
Staffing The service will consist of : Post Title FTE Grade Library and Archive Manager 1 17 Library and Customer Manager 6 15 Archive Professional Lead 1 15 Library Development Officer 6 10 Library Outreach Project Officers 12 8 Delivery Lead for Libraries 1 15 Digital Development Officer 1 12 Culture, Outreach and Partnerships Officer 1 14 Business System Officer 1 12 Total FTE Total cost excluding on costs Total cost including on costs 30 £ 954, 276 £ 1, 223, 302 Serving the people of Cumbria
Service Impact The impact on the service is: Overview Current (exc vacancies) Proposed Change FTE 36. 56 30 Reduction of 6. 56 Grade 8 (FTE) 14. 64 12 Reduction of 2. 64 Grade 10 (FTE) 15 6 Reduction of 9 Grade 11 (FTE) 0 1 Increase of 1 Grade 12 (FTE) 1 1 No Change Grade 14 (FTE) 0 1 Increase of 1 Grade 15 (FTE) 5. 92 8 Increase of 2. 08 Grade 17 (FTE) 0 1 Increase of 1 Total Costs (inc vacancies and on-costs) £ 1, 523, 092 £ 1, 223, 302 £ 299, 790 Serving the people of Cumbria
Timeline and Stages of the Process Serving the people of Cumbria
Review and Decision (up to 2 weeks) 30 th Sept – 15 th Nov 16 th Nov to 24 th Nov Jan Feb Mar Assimilation and Vacancy Preference Process From 26 th Nov Implementation Mid Jan Engagement Period (4 weeks) Timetable Apr VR Window (up to 3 weeks) 30 th Sept – 21 st Oct May Jun Jul Aug Sep Oct Nov VR Approval Final Outcomes w/c 26 th Oct From early Jan Serving the people of Cumbria Dec
Employee Information Website www. cumbria. gov. uk/employeeinformation/ Serving the people of Cumbria
Voluntary Redundancy Applications • VR window closed 21 st Oct • 19 VR applications received • Implementation of Exit Payment Cap has added some complexities for the process resulting in 3 leaving on 3 rd Nov. • Remaining 16 are in the approval and offer process. • Cover arrangements are in progress Serving the people of Cumbria
Assimilation & Vacancy Preference Process (VPP) Current Structure Positions within the Current Structure Process New Structure Positions within the New Structure Serving the people of Cumbria
Example 1 - Direct Assimilation Current Structure 5 Support Workers Process 75% match or more Less than 75% match New Structure 5 Support Workers Employees move into the VPP Serving the people of Cumbria
Example 2 - Direct Assimilation (More people than posts) Process Current Structure 10 Support Workers -75% match +75% match Competitive Selection New Structure Successful employees 8 Support Workers Unsuccessful employees Employees move into the VPP Serving the people of Cumbria
Example 3 - Assessed Assimilation Current Structure New Structure Process Successful employees 5 Senior Support Workers Grade 9 +75% Senior Support match Worker Submits Assessed Assimilation Form -75% match 5 Supervisors Grade 11 Assessed Assimilation Interview Unsuccessful employees Serving the people of Employees move into the Cumbria VPP
Example 4 – Direct and Assessed Assimilation (More people than posts) Process Current Structure 5 Senior Support Grade 8 5 Supervisors Grade 11 -75% match New Structure Submitted Assessed Assimilation Form which was successful +75% match Competitive Selection Unsuccessful employees 8 Supervisors Successful employees Serving the people of Employees move into the Cumbria VPP
Example 5 Vacancy Preference Process (VPP) Current Structure Employees who do not assimilate into a position will be confirmed as ‘at risk’ and be placed on the VPP. Process All remaining vacancies identified and employees can apply for up to 3 vacancies. New Structure Successful employees New position Unsuccessful employees No vacancies / No suitable vacancies Employee will be: • placed on AEP • Issued with Notice of Redundancy Serving the people of Cumbria
Proposed Assimilation Interview Timetable Position Title Date Position Title Serving the people of Cumbria
Final Outcomes • Personalised final outcome letters issued from mid Jan • Any vacancies which have not been filled through Assimilation and VPP will be advertised internally. • For employees who have not secured a post: Ø Alternative employment support Ø Meetings with the Senior Manager & AD to discuss other options Ø Notice of redundancy issued Serving the people of Cumbria
Alternative Employment Support Meetings with Senior Manager / Assistant Director Trial Period? Alternative Employment Programme http: //www. cumbria. gov. uk/jobsandcareers/search. asp Serving the people of Cumbria
Implementation Library and Archive Manager post (grade 17) to be advertised before Xmas Interim arrangements being considered on an area by area basis to address immediate resourcing issues relating to exit through VR and absence related pressures Implementation from mid January – line managers to discuss with individuals Transition plans for functional areas to be developed Serving the people of Cumbria
Support and Advice Learning & Development Service Trade Union Representatives Employee Information Website People Management Pension’s Advice Serving the people of Cumbria
Coping with Change Wellbeing Employee Wellbeing Service • • Management Referral Self Referral Cumbria - NHS • • Mental Healthcare Links to Useful National Helplines and Websites Better Health at Work Managing Stress • Useful information to help you identify and find appropriate support www. cumbria. gov. uk/healthandwellbeing/betterhealth/default. asp Serving the people of Cumbria
Next steps • The Statement of Change, Presentation, Structures, Post Specifications and FAQ’s are all available on the Employee Information Website. • We will start the process of assimilating employees into positions within the new structure. Serving the people of Cumbria
Key dates & Contact Information • Assessed Assimilation Submission – 2 nd December at 12 pm. • Assimilation interviews currently expected to take place on the Position Title Date Position Title • VPP will commence early Jan • Final Outcomes from mid Jan • People Management – Emma Haynes • Trade Union Representatives – GMB – James Keith – Unison – Mandie Phinn Your Pension Service 0300 323 0260 Askpensions@ localpensionspartnership. org. uk Serving the people of Cumbria
Discussion & Questions? Serving the people of Cumbria
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