Briefing Document Kildare and Wicklow Education and Training Board Public Accounts Committee Meeting
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
PAC32-R-900(ii) A 16/11/2017
Briefing Document
on
Kildare and Wicklow Education and Training Board
To
Public Accounts Committee Meeting
16th November 2017
1|Page
Kildare and Wicklow Education and Training BoardContent of Briefing Document
1. Profile of Kildare and Wicklow Education and Training Board
2. Core achievements since establishment, July 2013, to date
3. Key Challenges faced by KWETB since establishment in 2013 to date
4. Financial Set-Up and arrangements in place to achieve on time Accounts Returns
5. Closing comments
2|Page
Kildare and Wicklow Education and Training BoardSection 1
Overview of Kildare and Wicklow Education and
Training Board
3|Page
Kildare and Wicklow Education and Training BoardIntroduction
Kildare and Wicklow Education and Training Board (KWETB) was formed on the 1st July 2013. This
was in accordance with the Education and Training Boards Act, 2013.
KWETB incorporated the former Wicklow VEC and Kildare VEC. Due to the size and geography of the
entity KWETB was established, by ministerial order, with a main office in Naas and a sub-office in
Wicklow Town (distance between the two sites is 83KM). KWETB statistical profile is as follows:
KWETB Statistical Overview
KWETB Service Plan Budget: €138 million Euros (€30 million for FET)
Projection on Capital Projects: €50 Million circa for 2017/2018
Staff Headcount P60 2,509 (2016 P35s)
Post Primary/PLC Students: 13,080
Further Education & Training Beneficiaries 16,251
Post Primary Schools 21
Large PLC (1 standalone) 1
Community National Schools 2
Youthreach Centres 7
VTOS Centres 7
Youth Officers 2
Apprenticeship Centre 1
Adult Basic Education Centres 10
Refugee Education Centre* 1
Outdoor Education Centre 1
4|Page
Kildare and Wicklow Education and Training BoardKWETB Trainee Centres 2
School Completion Programmes 8
Prison Education Centres* 2
Music Generation Projects 1
Sports Promotion Unit 1
Music Education Centre 1
Adult Guidance Services 5
Cooperation Hours provided to 12 local institutions - 23,000 hours per annum
Overview of KWETB Core Services
Schools Division
Post Primary (including Special Needs Units)
Community National Schools
School Completion Service
Representatives on 5 community schools
Representatives on Boards of Management outside KWETB
Advisory Service to Schools
Education leadership and Reform Projects
Further Education and Training
Post Leaving Certificate (PLC)
Vocational Training Opportunities Scheme (VTOS)
Youthreach
Cooperation Hours
Apprenticeships
Specific Skills Training Programmes
5|Page
Kildare and Wicklow Education and Training Board Skills for Work
Traineeships
Local Training Initiatives (LTIs)
Prison Education
Community Education
Youth Work
Back to Education (BTEI)
Community
Sports Promotion
Specialist Training Centre (STC)
Apprenticeships
Cooperation Hours
Adult Basic Education (BTEI, ESOL, ITABE, Literacy, Numeracy)
Adult Guidance Services
Refugee Programme
Administrative/Management Services:
Finance
Human Resources
Employee Relations and Communications
Corporate and Board Services
Procurement Services
Buildings Projects Management (Internal and External)
Information Technology Management and Services
Advisory/Management support services
Project Supports (locally and to National Organisations/Departments)
-
Comparative Statistics KWETB 2013 to 2016
6|Page
Kildare and Wicklow Education and Training BoardOperational Staff Pay Post Post Post FET Capital
Budget Budget Primary Primary Primary Students Project
(millions) (millions) Whole Students /CNS Spend
(millions)
Time Schools
H/Count
2013 €99 €71.7 820 11,320 21 12,606 €5.3
2016 €138 €75.3 992 13,080 24 16,251 €9.7
% 39% 5% 21% 15.5% 14.2% 28.91% 90%
Increase
7|Page
Kildare and Wicklow Education and Training BoardSection 2
Core achievements since establishment, July 2013, to
date
8|Page
Kildare and Wicklow Education and Training Board1. Establishment of an Interim KWETB Board and a New Board of KWETB
KWETB managed an interim Board, which was made up of former VEC Committee Members,
Kildare and Wicklow from 1st July 2013 – 20th May 2014.
KWETB established a new ETB Board in June 2014 and following training on Corporate
Governance and Roles of ETB Boards, Committees of the Board were established in 2015.
These Committees included Finance Committee, Audit Committee and nominees to various
School boards and related.
2. Establishment and Streamlining of a KWETB Senior Leadership Team
KWETB Senior Leadership team was established following full review of Job Profiles and
Skills. Following a period of consultation and review in 2014 all members of the Senior
Leadership Team were issued with reviewed job profiles and responsibilities governing
across the entire organisation. New Key Roles established were:
- Chief Operations Officer (Assistant Principal Officer APO) (1 person)
- Adult Education Officers (2 people)
- Acting Education Officer (1 Person)
- Corporate Services Manager (APO) (1 Person)
- Head of HR Operations (APO) (1 Person)
- Employee Relations, Communications (APO) (1 Person)
- Head of Training (APO) (1 Person)
3. Review of Administration Functions and Responsibilities Across the Entity
Phase 1 of KWETB Administration Integration Plan
Entire Finance Function reorganised to operate from one office in Wicklow Town; -
. This required the reorganisation of staff across two offices.
. ESI system database (KWETB IT System) was merged in phases over an 18 month period
. Payroll moved to operate wholly from one office.
. This required integration of all finance process, procedure and coding.
. Creditors function merged and processed from one office effective from February 2015.
KWETB moved to prompt weekly payments.
9|Page
Kildare and Wicklow Education and Training Board. Provision was made in Finance to plan and train for the whole transfer in of Training
Function.
. Phase 2 of the review of Administration is commencing following the Appointment of a
Director of Organisation Support and Development in June 2017.
Phase 3 Transfer of Training Function
. Administrative Staff were released and made available to support the Phase 3 Transfer of
Training. Staff proved to be extremely flexible and supportive.
Corporate Services, Procurement, Buildings/Capital Management and IT
All the above were reorganised to report in to one manager the Assistant Principal Officer
Corporate Services Manager. The entire Department was named Corporate Services.
Assistant Principal Officer Head of Human Resources Operations:
All Human Resource Operational Staff across the entity were reorganized to report in to one
Manager this was to effect the streamlining and integration of all HR policies, processes and
procedures.
Establishment of Employee Relations and Communications Division
With a staff body of 2,500 KWETB recognised the importance of good employee relations
and Communications and established a Department to support the Entity. This Department
was to function and operate across the entire entity.
4. Phase 3 Transfer of Training Function.
- KWETB had to reorganise and train admin staff to allow for the transfer of training services.
- KWETB collaborated with 3 other ETBS regarding transfer of former 7 SOLAS staff into the
employment of KWETB. This involved negotiation, individual meetings, transfer of data,
induction and office organisation.
- KWETB trained staff on SOLAS IT Training systems, this involved cooperation with 3 ETBS
and 3 separate Training Centres.
- An ETB Assistant Principal Officer was transferred from DDLETB to take over as Head of
Training function.
- KWETB took over the delivery of Training Services, under tight deadlines, in November
10 | P a g e
Kildare and Wicklow Education and Training Board2015. This transfer was conducted with no negative affect on services or beneficiaries.
5. Full Review of ICT Systems to Support KWETB Integration
- KWETB, with support of Transfer of Training Phase 1 and Phase 2 ETBS, successfully
introduced SOLAS IT systems (SAP, TAPS, TACS, PLSS and FRM). All requisite systems were
set-up and verified in advance of November 2015. Transfer was successful.
- Managed and Wireless Networks and Office 365 introduction. Better security on
government networks.
- Electronic Payslips introduced in April 2015, currently 70% of staff being issued with
electronic payslips, final 30% due for completion qtr. 2 in 2018.
- Schools On-line payments systems for Parents/Guardians: KWETB tendered and
implemented. 50% of KWETB schools have adopted the system. The system is available for
the remainder of schools for take up. Training and implementation was successful. It is
planned that 100% of schools will be utilising this system by Academic year 2018/19. (A new
National Tender due to progress in 2018)
- ESI Creditors Portal was developed and incorporated by KWETB in all schools and centres.
Successful adoption of programme in place with staff fully trained and utilising the system.
February 2015.
- Payments Cards: Project in progress, groundwork in KWETB complete. KWETB are awaiting a
new programme for the ESI system. Programme has been tested and is now ready to be
adopted and phased in by KWETB Qtr. 1 2018.
- Travel Expense Claims through ESI System: KWETB is currently expanding the creditor’s
portal on ESI system to allow on on-line travel claims to be submitted. This will be a key
project in 2018 with roll out targeted for Qtr. 4 2018
- On line payment for part time staff: ESI system modified and training of staff on DCS system
ongoing May – September 2017. First payment of staff was launched successfully in October
2017. The full roll out will be completed by Qtr. 2 2018.
- E-Invoicing: KWETB Cooperating with Department PMO Project Office with regards to e-
invoicing.
To date one key energy supplier is paid through e-invoicing. KWETB in conjunction with the
PMO will be phasing in e-invoicing for suppliers 2018 and 2019.
- On line Recruitment System: KWETB tendered for a new all-encompassing on line
recruitment system and put in place preferred supplier from April 2015. This system allows
for remote access of recruiting managers to improve efficiencies in shortlisting and on line
11 | P a g e
Kildare and Wicklow Education and Training Boardmessage boards for communication with candidates and e-application forms. KWETB
typically handles approximately 3500 application forms each year from potential candidates.
6. Building /Capital Projects
KWETB is delivering large capital projects/land purchase and project management in
conjunction with the Department of Education and Skills and other patron bodies. This is in
accordance with expanded responsibilities under the Education and Training Boards Act
2013.
KWETB delivers on major capital projects. The key ones being:
- Naas Community National School
- Maynooth Community College and Maynooth Post Primary Campus
- Greystones Community National School
- St. Conleths in Newbridge
- Colaiste Raithin Bray (PPP )
7. KWETB Progressed and Achieved putting the Following School Buildings onto the
National Capital Projects List and will manage the delivery of same:
- Coláiste Craobh Abhann, Kilcoole, Wicklow
- Avondale Community College, Rathdrum, Wicklow
- Coláiste Bhride, Carnew, Wicklow
- Gael Cholaiste na Mara, Arklow Town (Campus), Wicklow
- St. Kevins Community College, Dunlavin, Wicklow
- Blessington Community College, Blessington, Wicklow
- Athy Community College, Athy, Kildare
- St. Farnans Post Primary School, Kildare
- Naas Community College
12 | P a g e
Kildare and Wicklow Education and Training Board8. KWETB Progressed and Achieved putting the Following FET (Further Education and
Training) Buildings
- Marine House, Hospitality Trainee Centre, Wicklow Town
- Meca electronics programs Celbridge, Kildare (collaborative project)
- Phase 2 Electrical Apprenticeships in progress
10 Summary of KWETB Improved services to the Public are summarized as follows:
- Integration of further education and training meant that for the first time a single statutory
body had responsibility for the development of any annual FET plan responsive to local
needs and delivering on national policy and employment generation.
- Increased school placements provision at post primary level in areas of high population
growth.
- KWETB QQI Quality Assurance system are very robust and valid.
- Increased options for parents at primary level with the evolving CNS national school model.
(Greystones CNS and Naas CNS)
- Secured a Youth Officer for Kildare region May 2017.
- Launched with Ministerial approval a Youth service in West Wicklow under new model.
(launch September 17)
- Music Generation exited pilot phase funded from part philanthropic donations and
successfully entered phase 2 of Department of Education public funded stream.
- Prompt payment of accounts with weekly payment schedule benefits creditors in the public.
- Easy access to information and KWETB services including course listings/contacts and
information on KWETB website and social media accounts.
- On line payments systems for parents/guardians and students (50% schools)
- Conscious public promotions of activities in KWETB and links to the community. KWETB have
representatives on public boards/agencies/education bodies and activity promotes effective
links with - other public and community bodies.
- Expanded Garda Vetting Service for associated bodies using schools, centres etc.
- Facebook, Twitter and KWETB E-magazine systems for external communication.
- New Recruitment IT system better quality and speed of communication with candidates and
recruiting managers. More efficient processing.
13 | P a g e
Kildare and Wicklow Education and Training Board- Introduced more strategic management and management systems for Health and Safety in
Schools.
- Took on additional Apprenticeships Training in 2017.
14 | P a g e
Kildare and Wicklow Education and Training BoardSection 3
Key Challenges Faced by KWETB since establishment
in 1 July 2013
15 | P a g e
Kildare and Wicklow Education and Training BoardKildare and Wicklow Education and Training Board have identified and noted the
following challenges on an on-going basis to both ETBI and Department of
Education and Skills.
1. Lack of authority to recruit staff for 8 years and consequential lack of expertise: KWETB is
under enormous pressure due to the significant rapid demographic growth that has taken
place within the entity. This coupled with the effect of the moratorium and an aging staff
body, continuous acting up only sanctions are posing as a challenge. This is noted in the light
of the increased activity and complexity of responsibility of the organisation. (This is with the
exception of the 3 recently appointed Director Posts which were put in place over the last
twelve months)
2. High level increase in responsibilities with no increase in staff. All the initiatives listed
above from new IT systems to transfer of Training function, devolved projects were
challenging and required high levels of training, consultation and negotiation. This was
handled whilst at the same time continuing to service normal business. This has stretched
the capacity of staff.
3. Increase in Activity: It must be noted that whilst KWETB had a drop in central administration
staffing levels the activity of the organisation increased dramatically. Key workloads
included:
- Day to operations to continue
- Supporting the Amalgamation
- Staff taking on more responsibility across larger entity
- Transfer of training activity
- increase in capital projects
- new organisation with new systems of reporting
- more complex reporting and higher volumes of reporting.
- increase in the complexity of compliance – Legislation and Government requirement (Data
Protection, GDPR, Freedom of Information, Risk Management Systems and Requirements
etc.)
- KWETB is a strong organisation in a continuous high growth situation with student numbers
typically increasing by 5% year on year (for example KWETB had an increase of 400 post
primary students in 2016) This results in increased capital projects, increased recruitment
16 | P a g e
Kildare and Wicklow Education and Training Boardand management support activity/administration.
4. Lack of an effective Financial Information and IT System: A major challenge is that KWETB
has been operating with inadequate IT systems
5. Reporting. Our final noted major challenge is the new systems, multiplicity and complexity
of required reporting. This in conjunction with inadequate IT systems have proven to be a
major challenge and drain on resources. This limits our capacity to streamline the staffing
structure.
17 | P a g e
Kildare and Wicklow Education and Training BoardSection 4
Financial Set-Up and arrangements in place to achieve
on time Accounts Returns
18 | P a g e
Kildare and Wicklow Education and Training BoardKWETB Challenges to Delivering the 2013/14 Accounts on time to Comptroller and Auditor
General (C&AG)
a) 2013/14 financial returns were the first accounts of the amalgamated ETB’s. KWETB were
reliant on former IT systems being cleaned, reprogrammed and merged before work could
commence on compiling accounts. This was a complex and labour intensive process. The
national IT Administrator only released the system for merger of some packages in March
2015. KWETB submitted accounts C&AG on the 2nd October 2015. This was within the norm
of all ETBs for that period.
b) Legacy issues from VECs systems had to be negotiated both nationally and locally
c) Accounts were for 18 months. IT Systems did not have the capacity to pull information
automatically. KWETB had to extract information manually for 6 months and 12 months
separately. The information then had to be scrutinised and manually checked and added.
d) Various templates and guidance notes and revisions were received from the Department on
several occasions and as late as September 2015.
e) It is noteworthy to comment that there was a lack of staffing resources and that Finance
Section were simultaneously were a lead in the Phase 3 Transfer of Training function and
systems set-up and training.
KWETBs Plan for on time Delivery of Accounts
KWETB is working closely with the C&AG, ETBI Finance Forums and our internal auditors.
KWETB will continue to do so into the future.
The matter of Accounts is a standing Agenda Item on all Finance Meetings.
A full communication blitz is happening with all managers in the system to ensure that
transactions are finalised in December 2017. This will be monitored closely in the coming
weeks.
New Financial templates have been developed to support ease of transacting on the
accounts
Staffing for Finance Department has been prioritized by the Senior Management Team.
All KWETB Departments are advised in advance of schedule of deadlines for information
pertaining to the finalisation of accounts.
19 | P a g e
Kildare and Wicklow Education and Training Board Standard weekly meetings within Finance section are tracking progress and reporting back
to the Senior Leadership Team weekly.
The Director of OSD and CE are fully involved in tracking performance.
20 | P a g e
Kildare and Wicklow Education and Training BoardYou can also read
