Agenda item

To receive a report detailing workforce analytics for the period up to and including September 2024.

Gregory Page, Senior Data Engineer, alongside Tamsin Kielb, Director of HR & OD, introduced the Biannual Workforce report and updated the Committee on the current workforce analytics position which detailed data up to and including September 2024.

As the new Oracle system had replaced SAP as the system to organise and collate workforce data across the Council since the start of April 2024, it was explained that new reporting methodologies across several typical Key Performance Indicator (KPI) measures meant some differences when comparing data between the two systems. Officers drew attention to one such change as detailed under the section of the report titled “Headcount”. It was explained that previously headcount was calculated based on position count rather than actual headcount. The approach going forward was to provide reporting on the actual headcount, as some staff held more than one position.

Sickness absence was then raised, and it was acknowledged that although sickness costs were typically higher than expected according to the forecasted trend line, officers believed that it may be attributable to the change in process with the move from SAP to Oracle as knowledge and comfort with the use of the system were still being embedded. However, it was confirmed that this was being investigated and there would be further communications and training delivered to support managers and staff in sickness and case management.

During the discussion, points included:

• The rise in FTE (Full-Time Equivalent) staff was highlighted, with officers noting that a proportion of the visible growth was attributable to the filling of vacancies, the insourcing of Leisure, and increased grant funding in several services such as Adult Social Care, Environment, and Highways & Transport. However, Members were reassured that officers would continue to discuss the rise with relevant Directors to ensure that an accurate trend line was provided.
• It was acknowledged that while Oracle continued to be embedded within the organisation, there were still challenges being experienced, including compliance, however the system allowed for easier and more accurate recording of data such as annual leave, sickness absences, and mandatory training completion.
• The small size of the team responsible for the implementation and operation of Oracle was commended when considering the extent and complexity of the project.
• The successful conversion of 7 agency workers into permanent roles within the Council were raised, and it was confirmed by officers that depending on the role, there were no associated exit fees, thus leading to significant cost savings.
• With regards to the Apprenticeship Levy, it was explained that despite reaching out to neighbouring authorities, officers had not received any data that would aid in comparison exercises or benchmarking. However, Members were reassured that officers were satisfied with the progress being made within the apprenticeship schemes over the past 2 years.
• Members queried volume of turnover within the HR&OD Directorate since April 2024, with officers explaining that it was primarily due to a significant number of staff coming up to retirement following the implementation of Oracle. However, the sheer volume of work required to introduce, integrate, and then embed the system had meant that additional resources had been employed, thus allowing for progression within the Directorate. 

Following which, it was then:

Resolved:

The Committee:

a)    Noted the update.

b)    Requested that officers shared the breakdown of headcount increases by directorate.