November 2022

2 November - Celebrating Team of the Year 2022: Audit Glasgow

On Thursday 21 September, at the Chartered Institute of Public Finance and Accountancy (CIPFA) Scottish Annual Awards ceremony, Financial Services - Internal Audit team were announced as the winners of the CIPFA Scotland Public FinanceTeam of the Year 2022 for their provision of an internal audit service to Shetland Islands Council (SIC). This is the second time the team have won this award for their work as Audit Glasgow - the commercial arm created in 2014 to provide internal audit services to other public sector organisations. 

In 2019, on the retiral of its Chief Auditor SIC, approached Audit Glasgow to provide assistance and senior management support.  Initially this involved managing 3 internal auditors remotely, preparing audit plans, reviewing reports and attending Committee. 

As part of this work the team introduced a number of improvements such as:

• A more robust audit planning process to ensure a wider coverage of services and focus on key controls.
• An updated process for reporting on audit recommendations, ensuring risks identified are being addressed within appropriate timescales.
• A new reporting framework, including streamlining the format of audit reports and enhancements to enable more effective scrutiny when presented to the Audit Committee.

In April 2022, to comply with procurement regulations, SIC issued an open market bid for the provision of the Internal Audit function.  Audit Glasgow was successful with an overall evaluation score of 96%, highlighting the quality of service and value for money provided.  The new contract requires the team to introduce a whistleblowing facility, including a dedicated phone line, which will further enhance the governance arrangements in SIC.

Christine Ferguson, Shetland Island Council, Director Corporate Services said: "As one of the smallest local authorities in Scotland, we have benefitted from the wide experience and depth of knowledge that Audit Glasgow bring to our core internal audit function and across wider strategic and management issues.  We look forward to the introduction of additional services under the new contract".

Duncan Black, Head of Audit, said:"I would like to congratulate the whole of Internal Audit for becoming the CIPFA Scotland Public Finance Team of the Year 2022 - this is such a fantastic achievement and acknowledges everyone's hard work.  This work generates income for the council - and places the council at the forefront of providing audit services in the public sector, while providing a great development opportunity for the team to experience working with another public sector organisation.  I would also like to thank the management team at Shetland for their collaborative approach."

2 November - January 2023 pay: key processing deadlines

Your January 2023 pay is due on 10 January.

Due to the reduced number of days over the Christmas and New Year period to process the January pay - the deadlines for submitting information/changes to CBS, to be uploaded to the system in time for this pay, have been updated.

Please be aware that the new cut-off dates:

Mileage deadline

• The deadline for submitting mileage information will now be Friday 9 December 2022.

Overtime deadline

• The deadline for submitting overtime, including overtime worked on the10 and 11 December will now be accepted up until close of business Monday 12 December 2022.

Other changes - deadline

• The deadline for submitting all other changes/updates to CBS, such as change of hours, work schedules, leavers, recruitment and absence paperwork will now also be Friday 9 December 2022.

Approval in MyPortal deadline

• Note that all changes must be input and authorised in My Portal by Friday 16 December 2022.

2 November - Jasmin receives Home Office praise

Jasmin Pilling, Education Services was recently formally recognised by the Home Office (Asylum Accommodation and Support Contract Scotland department), for her outstanding contribution to partnership working to support asylum seekers in hotel accommodation in the city.

Working as an education liaison officer with Mears at McLays Hotel, Renfrew Street, she has been instrumental in completing education referrals for every new young arrival - helping the children to integrate and gain quick access to education.

As Steve Robbins, Head of Operations, Mears explains: "Jasmin is very deserving of this Home Office recognition. She works closely with Mears, one of the UK's leading housing and social care providers, in McLay's, to make sure that children are getting registered in schools right away - in the same week that they arrive in the city! With amazing professionalism and attention to detail, she also organises all their education transport and uniforms which helps the children to adjust to their new surroundings and feel part of their learning communities more quickly.

"Jasmin has also been instrumental in opening up new initiatives for Mears to access asylum seekers whilst continuing to support families to access existing schemes such as how to apply for Young Scot/National Entitlement cards. This is alongside her achievement of taking 8 volunteers from the asylum community in Glasgow, Paisley, and Airdrie to be involved in a pilot STEM (Science, Technology, Engineering and Maths) project run by Education Services. Jasmin is extremely passionate about her area of work and has delivered several presentations to her colleagues in Education Services on the Scotland Asylum Process to better understand how to support young people in their journey and the challenges they may face."

Presenting her with her formal recognition last month, Douglas Hutchison Executive Director, Education Services said: "I am extremely proud that Jasmin has been acknowledged in this way for her continued contribution to help young asylum seekers gain access to learning and development opportunities across our city.

"She has demonstrated partnership working at its very best and epitomises that People Make Glasgow, by supporting families on their arrival in the city in what will be a very difficult and stressful time for them. By introducing young asylum seekers to our council Towards Better Futures Employability & Destinations Team she is also actively helping us ensure that every Glasgow pupil receives a training course, an apprenticeship, a place at college or university or has an offer of employment before leaving school and up to a year after leaving school, along with coaching and transition support. Thank you Jasmin for your ongoing support and dedication of asylum work."

2 November - NRS Active Travel Team scoop two awards!

Neighbourhoods, Regeneration and Sustainability teams have been recognised by the Scottish Transport Awards 2022 - with two sustainable transport projects scooping prestigious accolades at a recent award ceremony.

The first vital link of the £8m Connecting Woodside active travel project jointly won the Excellence in Walking, Public Realm & Cycling award, alongside delivery partner Cyclehoop Ltd for our innovative and secure on-street cycle storage scheme.

Christine Francis, Head of Technical Services (NRS) said: "Connecting Woodside is a popular active travel route on Garscube Road that establishes a key connection between the city centre and the Forth and Clyde canal paths, whilst our secure on-street cycle storage scheme aims to increase the practicality of cycling for those who have limited or no storage space.

"Our teams have all worked incredibly hard to devise and deliver schemes that encourage people to adopt more sustainable travel options and I am delighted that their efforts have been recognised in this way."

Also recognised by the awards body was our Cycle Activated Signage project, and our work with partners for collaborative use of location services data in transport planning - with both projects shortlisted in other categories.

Supported by the Scottish Government, Transport Scotland, Network Rail and The Railway Industry Association, the Scottish Transport Awards took place last month in Glasgow.

2 November - Want to make new friends and help power the bike in 2023? Apply before the deadline.

If you answered yes, then great news! The 2023 UCI Cycling World Championships in Glasgow, and across Scotland, is currently seeking volunteers from across the country!

This is an amazing opportunity to be part of sporting history. To be part of the team that helps make the first ever UCI Cycling World Championships a massive success!

You could be on the frontlines at our venues and Fan Zones, or managing and supporting transport for our officials, fans and athletes. Or how does being right in the thick of the action capturing exciting content as the action unfolds sound?!

Volunteers are always at the heart and soul of events, creating an atmosphere like no other, for everyone involved. And of course, Scotland is globally renowned for extending the warmest of welcomes!

They need your help to make this mega-event a massive success - and with over 4,000 roles available, there's something for everyone as Scotland welcomes the world in 2023! 

So help power the bike in Glasgow, and across Scotland next year!

Apply before Monday 7 November on the 2023 UCI Cycling Worlds website here  

For inspiration read six reasons to volunteer by Cycling Worlds here such as:

• Making new friends
• Creating new memories
• Learning a new skill
• Building confidence
• Improving your health
• Being part of something huge

More information at www.cyclingworldchamps.com/championships/

2 November - 'Silent Running' NRS colleague inspires song release

Lorri Hales, a member of NRS staff at our Alarm Receiving Centre (ARC) at Blochairn, can lay claim to inspiring the recent release, by the Scottish singer and songwriter BA Robertson.

Lorri's partner had the unreleased track on his car playlist (he knows BA) and when it popped up on a journey she was moved to tears. She thought it was highly relevant to the situation in Ukraine, conjuring images of ordinary people whose lives were suddenly blown apart.

Lorri realised that it could be a great way to raise money to help people in Ukraine. She insisted her partner call BA immediately to ask if he would allow the song to be released as a fundraiser for Ukrainian people, for the children and refugees.

BA agreed: "Steve told me how Lorri reacted to the song when she first heard it. She felt it had been written about the Ukraine conflict. I had forgotten about this performance, so it was easy to say, 'Let's do it'."

Hear and download

• You can hear and download the track at BA Robertson's website - https://www.barobertson.com/
• All proceeds from the sale of the track go to the Ukraine Mail Force Appeal.

2 November - Supporting you 24/7

The council is committed to supporting the health and wellbeing of all employees and recognises the harmful effects that addictions, such as gambling, alcohol and drugs can have on an individual's personal life, work performance and productivity. 

As Robert Anderson, Head of HR explains: "Our Gambling Harms Support Policy alongside our Alcohol and Drugs Support Policy were recently reviewed and updated to help reduce the impact of gambling, alcohol and drug related harms on our workforce. They contain key information about where to get help and support.

"So, if you feel that you are gambling or drinking more than you should, or have concerns about drugs, you are encouraged to discuss your concerns with someone. There are lots of options available to you, in particular by calling our freephone dedicated addictions helpline where you can chat freely and in complete confidence to a trained professional."

Support routes

You are encouraged to confide in someone - you can:

• talk to your manager, HR or Trade Union representative
• call a dedicated external addictions trained professional at Workplace Options- at any time that suits you on 0808 196 9460
• read our staff health and wellbeing handbook on our staff wellbeing pages - which provides a wealth of information, advice and dedicated support on alcohol and drugs related use/issues and professionals to chat to if you are concerned about gambling.

Read our dedicated policies, related information, commitment and support routes on:

• Connect at our addictions support pages
• on our workforce wellbeing support page here.

2 November - Cashless catering in our schools

Working in partnership, Education Services, Catering and Facilities Management (CFM) part of Financial Services, along with CGI and SIIT - have successfully launched a cashless catering solution to all primary and secondary schools across the city.  Cashless catering is integrated to ParentPay the new online payment system for Education Services.

Cashless Catering enables parents of pupils in primary schools to pay for school meals online and pre-order meals from a rotating menu 3-weeks in advance.  Pupils at secondary schools are issued with a swipe card and use it to purchase food at breakfast, mid-morning and lunch sessions. Pupils eligible for free school meals can purchase and pre-select items to the value of a free school meal using the same process.

Liz Hardie, Catering Manager, Riverbank Primary School Dalmarnock said:"The new system helps us to plan meals in advance - reducing food waste.  We can also see the most popular meal choices and parents are able to see their child's meal journey - ensuring pupils get the meals they want and that any specific dietary requirements can be met." 

Gillian Pagani, Operations Support Manager said:" Moving to a cashless catering solution provides a more efficient payment collection process making it a quicker and easier way to pay for school meals and reduces the administrative time spent handling cash.  If a parent doesn't have access to online banking they are provided with a bar code which can be used at any PayPoint location across Glasgow.  The feedback we are receiving from both staff and parents has been really positive."

Stephen Sawers, Head of Facilities Management, Financial Services said: "Again this is a great example of collaborative working across Services and teams that is delivering real benefits.  I'd like to thank everyone that was involved in the success of this project for their effort to deliver a significant business change bringing the council in line with the Scottish Government's digital strategy providing citizens with the online services they want."

2 November - Amazing teamwork supports local kids

City Building, has pledged to provide every pupil moving into their first year in Springburn's two secondary schools, Springburn Academy and St Roch's Secondary School, with a stationary pack to support their education.

City Building worked with the council's Financial Inclusion Team to identify how to best support young people in their local area. The project, expected to cost upwards of £8,000 will benefit youngsters from six different primary schools in the area. The pack, filled with vital essentials such as calculators, geometry sets, note pads, pens and pencils, will come in a drawstring gym bag made from recycled materials.

Currently, 3.7 million children in the UK live in poverty, with many more affected by the current cost of living crisis.

Mental health charities have issued warnings on the adverse effect this will have on young people's well-being for years to come. Children have reported feelings of inadequacy and low self-esteem due to their parents being unable to afford many back-to-school essentials.

Stephen Stone St. Roch's Secondary Head Teacher said:"I know that our families will be very grateful for the support and the stationary packs will be used extensively by the young people. The back-to-school costs all add up so any additional help for our school community is gratefully received."

Funding for the project comes from City Building's annual charity golf competition, where the firm's suppliers and stakeholders come together to enjoy a round of golf and support their local community.

Alan Burns, Executive Director, City Building, said: "Every child deserves an equal shot at an education. I am proud that City Building is supporting local young people to flourish through their donation of stationery. I would like to wish the new first-year intake the very best of luck with their school year. Work hard, have fun and enjoy!"

2 November - Know somone who needs this technical support?

New Easy Read Booklet Explains How Technology Can Help People Live More Independently.

Glasgow City Health and Social Care Partnership (HSCP) offers Technology Enabled Care and Support (TECS) as a care and support option, for people to live their lives as independently as possible in their own home.

A new Easy Read Booklet explains the Social Work and TECS assessment process and how the technical equipment could support people in their home. This Easy Read Booklet will improve access to information on services for individuals and their families and will answer frequently asked questions and concerns.

The booklet is for everyone - people with a disability or long-term condition, families, carers and guardians, care provider organisation staff and our own staff.

Copies of the booklet are available to view and download. If you would like this booklet in another accessible format such as large print, audio, braille or in a community language please contact Steven Love (on Outlook).

2 November - Going the extra mile for your health and wellbeing

The Step Count Challenge in association with walking charity 'Paths for All' is now underway. We are currently in the second week of the six-week challenge with 33 council teams signed up to participate.

The teams are motivating each other to get moving during the working day and are racking up their step counts with activities including lunchtime walks, active breaks, walking meeting, and standing screen breaks.

Mairi Hindmarsh, Vocational Training and Development Officer is participating alongside her Corporate HR colleagues. She said "I was keen to get involved with the Step Count Challenge, as with the dark nights' drawing in its easy to fall into the habit of staying indoors. Luckily, my colleagues Joan, Jan and Marian were equally as keen, so we formed a team together.

"We are all really motivated and even got matching smartwatches to log our steps- it's a great opportunity to boost our fitness. We are hybrid workers so we split our time between home and office. As team leader I've been sending emails to encourage them to get their steps up when they're at home. We all work together in the office on a Tuesday so are making a point of going on a weekly lunchtime walk together.

"We are all enjoying it so far and have a bit of friendly rivalry with one of the other HR teams who are participating, so this is helping to spur us on!"

Lauren Feeley, Assistant HR Officer who has been involved with setting up the challenge for council staff said "A big well done to all our participants who and have already, walked 8163km by walking 12,173,436 steps and we're only at the beginning of week two!"

Keeping Active at Work

If you haven't been able to take part this year, you can still stay active in your working day.

• Explore the benefits of walking
• Try out some easy working from home exercises to keep you active 

2 November - Portable Appliance Testing: your safety at work

The council is required to test all the electrical equipment staff use, including laptops and computers, to make sure that all items safe to use, this is called portable appliance testing (PAT).

Most electrical safety defects can be found by a visual examination, but some types of defects can only be found by using testing equipment, this testing must be carried out by a competent person.

PAT testing - you'll be invited to a clinic

If you use a laptop and you're working in a hybrid way, then you'll be invited to attend a PAT testing clinic in the city centre campus. Sessions will be at an agreed pre-arranged time slot, arranged through your own line manager.

The sessions will be Monday to Thursday 9:00am to 3:30pm and Friday 9:00am to 3:00pm.

Please make sure you attend the PAT testing clinic when asked to do so by your line manager.

Testing will begin in November and continue until all equipment has been tested.

If you use a desk top computer, then this will be tested in the office, and you don't need to be there.

You'll need to bring in the following pieces of electrical equipment to your appointment:

• Mobile Phone Charger
• Laptop
• laptop lead and plug
• home monitor power lead.

See Images below to assist

Mobile phone charger	Laptop	Laptop lead and plug

Reporting damaged electrical equipment

It's also important that staff report any damaged electrical equipment or leads/cables so that the items can replaced by contacting CGI using the fault reporting process below.

ICT Requests and incidents - Contact CGI IT Service Desk

• You can report or request and ICT incident, product or service online and by phoning or emailing CGI. Phone lines will be open 24/7.
• My IT online portal
• The external phone number is 0141 287 4000
• The internal extension is 74000
• You can also email GCCservicedesk@cgi.com

2 November - Upcoming planned strike action in parts of Royal Mail

The Communication Workers Union has notified the Royal Mail that they plan to call on their members who collect, sort, distribute and deliver parcels and letters to take strike action this month on certain dates.

At the time of publishing, strikes are planned to take place in November on 24 and 25 November - known as Black Friday - and then again on 30 November and 1 December - just two days after Cyber Monday. 

Please be aware of these strikes so you understand the impact this will have on our incoming and outgoing mail. 

The Royal Mail advise that they will be doing what they can to keep services running but are sorry this planned strike action is likely to cause some disruption.

These dates are subject to change so keep up to date on the latest strike news at https://www.royalmail.com/latest-news