Staff Engagement Briefing for Learning and Skills Professionals in Cumbria

Learning and Skills End-Point Staff Engagement Briefing 14th January 2019 Serving the people of Cumbria

Agenda Recap on Objectives Feedback received Final structure Key Changes Level of impact Timeline and Stages of the Process Employee support and advice Next Steps Questions and Answers Serving the people of Cumbria

Recap on Objectives Workforce Learning Amalgamate the Workforce Learning and Professional Development function into one team Ensure sustainability of the teaching partnership and learning hubs when grant funding for the Social Work Teaching Partnership ends in March 2019. Increase internal trainer capacity and capability in order to reduce the use of externally commissioned training providers in Workforce Learning by increasing internal delivery Deliver efficiency savings in Workforce Learning of 0.212m by 2021/22 by reducing external training provision and generating income through selling internal training expertise Serving the people of Cumbria

Council Position and Review Objectives Community Learning Broaden the range of responsibility for the Business and Information team to cover the full Learning & Skills service, rather than, as previously, Community Learning only Broaden the role of the Quality Improvement function within Community Learning to be responsible for leading the quality improvement of teaching and learning across the Learning and Skills Service and sub- contracted/externally commissioned providers Ensure financial sustainability of Community Learning, following the clawback of 0.106K of ESFA grant in 2017/18 Overall Ensure parity of pay and grading across the service and the Council Serving the people of Cumbria

Proposals, Feedback and Engagement Initial and mid point engagement sessions well attended 36 x 1:1 s have been taken up by individuals Trade Union commitment and attendance has been welcomed Many FAQs and consultation responses received and thoroughly considered. Serving the people of Cumbria

Feedback & Response Feedback Response Structures Reduce more senior management roles to 0.8 to protect Advanced Practitioner posts Reduce Area and Curriculum Manager posts to 2, each covering three areas of the County Significant feedback received post mid-point on the risk of this course of action in terms of regulatory and funding agency requirements. Not agreed. Significant feedback received post mid-point from current post holders on impact on workload and health and well-being. Not agreed. Proposal to introduce a matrix management approach in the new Organisational Development and Workforce Training team where applicable Significant feedback received on the impact of removing the full-time Family Learning Advanced Practitioner and on the additional workload for remaining Advanced Practitioners. No further feedback received. Agreed. English Advanced Practitioner role increased from 0.8 FTE to 1 FTE to integrate Family Learning responsibilities. Significant feedback received on the impact of reducing Advanced Practitioner full-time and part-time roles to 0.5 and the fact that this is not reasonable. Structure amended to change from 2 x 0.5 Advanced Practitioner roles to 1 full-time Advanced Practitioner, Digital, Employability and Wellbeing. Structure changed. Serving the people of Cumbria

Feedback & Response Feedback Response Significant feedback received on proposed role profiles for Grades 11 and 12 and requests for clarification and changes to the proposed profiles to provide greater clarity. All Grade 11 and Grade 12 profiles reviewed and updated based on feedback. Greater clarification that Grade 12 has line management responsibilities, whereas Grade 11 is Lead Officer roles without line management responsibilities. New profiles updated Revised profile re-evaluated. Outcome grade remains the same. Request for re-evaluation of Area & Curriculum Manager role profile at Grade 12 to see whether there is a grade change. Feedback on allocation of curriculum responsibilities to Area & Curriculum Managers and volume of Maths and English combined. Reporting line for Advanced Practitioner Maths moved to Area & Curriculum Manager, Allerdale and Copeland, also responsible for matrix management of the health and wellbeing curriculum. Change agreed The budget is not available to pay for this. No change. Request that the 1.5 OD/WT Facilitator posts for Cumbria Care be changed to 2 FTE Request to introduce a OT/WT Lead Facilitator role at Grade 10 to provide career progression for Facilitators. This is not possible due to organisational structure, however the Grade 11 OD/WT Co-ordinator role has been amended to reflect dual role as Co-ordinator/Lead Facilitator. This sits within the Grade 11 OD/WT Co-ordinator reporting directly to the Service Manager. Request for clarification on where the support for Fire Edexcel Centre sits in the new structure Proposal to replace one of the Facilitator/Driver Trainers with a Co- ordinator/Lead Driver Trainer. Structure amended to change Facilitator Driver Trainer Grade 9 to Co-ordinator/Lead Driver Trainer Grade 11. - Agreed Serving the people of Cumbria

Feedback & Response Feedback Response Work base Location Concerns around potential change of work base and also requests for change of work base As stated previously, there is no change to work base as part of this reshaping. Role Profiles Rich engagement and proposals on updates to proposed role profiles. Proposals accepted to revise nine new role profiles. All revised profiles checked for grade implications, no grade changes resulting. Agreed. Role profiles reviewed and updated for 5 staff to accurately reflect their current role. Agreed. Requests for update to existing role profiles from 5 staff. Hours of Work Request for reduction of hours from full-time to 0.8 for Area & Curriculum Manager, Carlisle and Eden post Agreed. Requests for reduction of hours from full-time to 0.8 for one OD/WT Co-ordinator role Agreed. Serving the people of Cumbria

Feedback & Response Feedback Response Career progression Concern around gap between Grade 12 and Grade 16 posts limiting career progression opportunities. Could there be changes to grade 12 to increase grade and/or additional posts put in between? Assimilation query Clarification question on whether fixed term and seconded roles are in scope. The budget is not available to introduce new roles at higher grades, however there is a Grade 13 post in the OD structure and two Grade 15 posts in the Business & Information structure Substantive posts only are in scope for this reshaping, in line with the Management of Change policy. Positive Feedback Positive feedback received on the process, supportive nature of the reshaping, transparency and information available. Thank you Serving the people of Cumbria

Key Changes Having taken into account the feedback received the key changes are: Reduction in hours from full-time to 0.8 for Area & Curriculum Manager, Carlisle and Eden Reduction in hours from full-time to 0.8 for one OD and WT Co-ordinator Increase in hours from 0.8 to full-time for Advanced Practitioner, English Combining of two 0.5 part-time Advanced Practitioner roles into full-time Advanced Practitioner, Digital, Employability and Wellbeing Change of additional Facilitator/Driver Trainer post Grade 9 to Co- ordinator/Lead Driver Trainer post Grade 11 Amendment of Co-ordinator profile to become Co-ordinator/Lead Facilitator profile Updated Advanced Practitioner, Digital, Employability and Wellbeing profile produced, combining Advanced Practitioner, Digital & Employability 0.5 fte and Advanced Practitioner, Health and Wellbeing 0.5 fte profiles Serving the people of Cumbria

Key Changes Having taken into account the feedback received the key changes are: Updates agreed to existing role profiles for 5 staff Changes agreed to proposed role profiles for: CL and OD Support Officer Learning and Skills Support Manager Learning and Skills Support Officer (now Framework Officer) Learning and Development Systems Lead Learning and Skills Support Assistant OD and WT Team Manager OD and WT Partner OD and WT Co-ordinator Area & Curriculum Manager Serving the people of Cumbria

Final Structure ORGANISATIONAL DEVELOPMENT AND WORKFORCE TRAINING Service Manager, Organisational Development and Workforce Training (OD/WT) - OS18 OT/WT Team Manager OS16 (x1 fte) OD/WT Team Manager OS16 (x1 fte) OD/WT Partner OS12 (x1 fte) OD/WT Partner OS12 (x1 fte) OD/WT Partner OS12 (x1 fte) Social Work Advanced Practitioner/ ASYE Lead - PCD13 (x1 fte) OD/WT Coordinator (x1 fte) OS11 OT/WT Facilitators OS9 (x5 fte) OD/WT Co-ordinators OS11 (x2 fte) OD/WT Assistant Co-ordinator PCD7 (x1 fte) OT/WT Facilitators (Cumbria Care) x3 (1.5 fte) OS9 OD/WT Co- ordinator (Lead Driver Trainer) OS11 (x1 fte) OD/WT Facilitators (Driver Training) OS9 (x3 fte) Enhanced Social Worker/ ASYE Co- ordinator PCD12 |(x1 fte) OD/WT Co-ordinator OS11 (x0.8 fte) OD/WT Assistant Co-ordinator PCD7 (x 1 fte) Serving the people of Cumbria

Final Structure BUSINESS AND INFORMATION TEAM Business and Information Manager OS17 Community Learning & OD Support Officer (0.8 fte) RT10 MIS Manager Learning and Skills Support Manager BS10 Learning and Skills Framework Officer OS11 Learning and Development Systems Lead OS15 OS15 Learning and Skills Support Assistant PCD7 (x1 fte) Business Admin Officer BS6 (x1 fte) MIS team Serving the people of Cumbria

Final Structure COMMUNITY LEARNING SERVICE Service Manager, Community Learning PCD18 Area & Curriculum Manager (Carlisle and Eden) (0.8 fte) PCD12 Quality Improvement Manager, Community Learning and OD PCD16 (x1 fte) Area & Area & Curriculum Manager (Barrow and South Lakes) PCD12 Curriculum Manager (Copeland and Allerdale) PCD12 Advanced Practitioner (Digital, Employability and Wellbeing - 1 fte) Area based teams Sub-contractors for Carlisle and Eden (~50 staff) Advanced Practitioner (Maths 0.8 fte) Area based teams Sub-contractors for Allerdale and Copeland (~50 staff) Advanced Practitioners (English 1 fte) Area based teams Sub-contractors for Barrow and South Lakes (~50 staff) Learning Support team Serving the people of Cumbria

Final structure The final structure will consist of: Organisational Development and Workforce Training core Council budget Title Job Family Grade FTE Service Manager, Organisational Development & Workforce Training OS18 18 1.0 OD/WT Team Manager OS16 16 2.0 Learning & Development Systems Lead OS15 15 1.0 Social Work Advanced Practitioner/ASYE Lead PCD13 13 1.0 OD/WT Partner OS12 12 3.0 Enhanced Social Worker/ ASYE Co-ordinator PCD12 12 0.9 OD/WT Co-ordinators OS11 11 4.8 Learning & Skills Framework Officer OS11 11 1.0 OT/WT Facilitators OS9 9 5.0 OT/WT Facilitators (Cumbria Care) OS9 9 1.5 OD/WT Facilitators (Driver Training) OS9 9 3.0 OD/WT Assistant Co-ordinator PCD7 7 2.0 Learning & Skills Support Assistant PCD7 7 1.0 Business Admin Officer BS6 6 1.0 I Totals 28.2 Cost of structure - 1,132,186 Serving the people of Cumbria

Final Structure Community Learning (external grant funded) Title Business & Information Manager MIS Manager Community Learning & OD Support Officer Job Family OS17 OS15 RT10 Grade 17 15 10 FTE 1.0 1.0 0.8 Learning & Skills Support Manager BS10 10 1.0 Service Manager Community Learning OS18 18 1.0 Quality Improvement Manager, Community Learning & OD Area Curriculum Manager, Carlisle and Eden Area Curriculum Manager, Allerdale and Copeland Area Curriculum Manager, Barrow and South Lakes OS16 PCD12 PCD12 PCD12 16 12 12 12 1.0 0.8 1.0 1.0 Advanced Practitioner, Digital, Employability & Wellbeing Advanced Practitioner, English OS11 OS11 11 11 1.0 1.0 Advanced Practitioners, Maths OS11 11 0.8 Totals Cost of structure - 566,104 11.4 Serving the people of Cumbria

Timeline and Stages of the Process Serving the people of Cumbria

Assimilation and Vacancy Preference Process 15th January 12th February Engagement Period (5 weeks) 30th November 7th January Review and Decision (up to 2 weeks) 8th January - 14th January Assimilation and Vacancy Preference Process 15th January 12th February Engagement Period (5 weeks) Review and Decision (up to 2 weeks) Implementation 1st April 2019 Implementation 1st April 2019 30th November 7th January 8th January - 14th January January November December February March April VR Window (up to 3 weeks) 3rd December 21st December VR Approval Final Outcomes VR Window (up to 3 weeks) From 14th January From 13th February 3rd December 21st December Serving the people of Cumbria

Employee Information Website www.cumbria.gov.uk/employeeinformation/ Wellbeing Serving the people of Cumbria

Assimilation & Vacancy Preference Process (VPP) New Structure Current Structure Process Positions within the Current Structure Positions within the New Structure Serving the people of Cumbria

Example 1 - Direct Assimilation New Structure Current Structure Process 75% match or more 3 5 Facilitators Facilitators Less than 75% match Employees move into the VPP Serving the people of Cumbria

Example 2 - Direct Assimilation (More people than posts) Process Current Structure New Structure +75% match Successful employees 10 Competitive Selection 8 Facilitators Facilitators -75% match Unsuccessful employees Employees move into the VPP Serving the people of Cumbria

Example 3 - Assessed Assimilation New Structure Current Structure Process 1 L&S Support Manager Grade 10 Successful employees +75% match 5 BS Team Leader Submits Assessed Assimilation Form Assessed Assimilation Interview Business Support Team Leaders Grade 9 Unsuccessful employees -75% match Employees move into the VPP Serving the people of Cumbria

Example 4 Direct and Assessed Assimilation (More people than posts) Process Current Structure New Structure 2 3 OD Partners Grade 12 Submitted Assessed Assimilation Form which was successful Directorate Co-ordinators Grade 11 +75% match Successful employees 3 Professional Leads Grade 12 Competitive Selection -75% match Unsuccessful employees Employees move into the VPP Serving the people of Cumbria

Example 5 Vacancy Preference Process (VPP) Process Current Structure New Structure All remaining vacancies identified and employees can apply for up to 3 vacancies. Successful employees New position Employees who do not assimilate into a position will be confirmed as at risk and be placed on the VPP . Unsuccessful employees Employee will be: placed on AEP Issued with Notice of Redundancy No vacancies / No suitable vacancies Serving the people of Cumbria

Assimilation The assessed assimilation form were added to the employee information website after the mid-point meeting. Completed forms should be sent to the reshaping mailbox (Reshaping@cumbria.gov.uk) by midnight on Wednesday 16th January 2019. All forms will be looked at by Dan Barton, Assistant Director, Amanda Towers, Senior Manager and Amy Thompson, People Management. The assessment will be an interview. The assessments will take place on either Monday 28th January 2019 or Thursday 31st January 2019. Serving the people of Cumbria

Vacancy Preference Interviews as part of the vacancy preference process will be held on Monday 4th February 2019 or Tuesday 12th February 2019. Serving the people of Cumbria

Final Outcomes Personalised outcome letters issued from 13th February Any vacancies which have not been filled through Assimilation and VPP will be advertised internally. For employees who have not secured a post: Alternative employment support Meetings with the Senior Manager & AD to discuss other options Notice of redundancy issued Serving the people of Cumbria

Implementation The reshaped services will be fully implemented on 1st April 2019 Serving the people of Cumbria

Alternative Employment Support Trial Period? Meetings with Senior Manager / Assistant Director Alternative Employment Programme http://www.cumbria.gov.uk/jobsandcareers/search.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

Discussion & Questions? Serving the people of Cumbria

Key dates & Contact Information Assessed assimilation forms completed by midnight 16.01.19 Assimilation interviews 28.1.19 or 31.1.19 VPP interviews 4.2.19 or 12.2.19 People Management Amy Thompson, amy.thompson@cumbria.gov.uk; Your Pension Service 0300 323 0260 Askpensions@localpensionspartnership.org.uk Trade Union Representatives GMB Rep Name Ken McDonald, gmbcumbria@gmail.com Unison Rep Name Thomas Stewart Thomas.Stewart@unisoncumbria.co.uk Serving the people of Cumbria