FOI 295_(Review)_CES resourcing and Organisational Design consultation

Request:

1. Please confirm the total number of roles identified for the period 0-36 months and the proposed timings for recruitment.  Please provide copies of job tiles, role profiles and proposed team structure(s) for the 10 roles referred to in the CES Response
2. Please provide a copy of the process and rationale for resourcing requirements presented to the Board as referenced in BD(2023)34.4.  Please provide a copy of those parts of Board Paper BD(2023)34.4 which refer to the process and rationale for resourcing requirements.
3. Please provide information on the analysis carried out in November 2022.  Please provide copies of the following, all relating to the November 2022 exercise:
   • terms of reference;
   • methodology statements;
   • staff consultation materials;
   • presentation materials;
   • staff feedback;
   • summary reports;
   • risk assessments;
   • impact assessments
4. Please provide copies of the gap analyses carried out which identified the immediate requirement for 10-12 roles in FY 23/24.  Please provide all information related to and including copies of the gap analyses.
5. Please provide information on the promotion and progression procedures and practices used to determine which roles and/or individuals have been selected for promotion and/or progression since 1st January 2022 to date.  Please provide copies of guidance for managers on promotion and progression policies and guidance.
6. Please provide an organisation chart or chart(s) with all roles identified in Stages 1-3.
7. The proposed recruitment of the 10-12 roles identified for FY23/24 is subject to immediate consultation with all staff, using the same principles and processes set out for the recruitment of two new director roles in Stage 1

Response:

1. We are proposing to recruit to an additional 24-26 FTE roles in the next 36 months. This is anticipated to be staggered as 10 roles in FY 23/24, 8 roles in FY 24/25, and 6 roles in FY 25/26.

   The indicative job titles for the 10 roles which we propose to recruit to in 2023/24 are listed below:

The role profiles and team structures requested are not provided as these do not yet exist for roles which have not been recruited to. In terms of Section 17(1) of the Freedom of Information (Scotland) Act 2002, this represents a notice that the information requested is not held by Crown Estate Scotland.  

We have recruited to the roles of Investment Analyst, Procurement Manager and Corporate Planning Assistant. The role profiles used when recruiting to the roles are enclosed with this response. These role profiles indicate reporting lines and where they sit in our organisational structure.

2. A copy of the board paper is enclosed as an attachment. Information in the board paper has been redacted on the basis that disclosure would, or would be likely to, prejudice substantially the commercial interests of Crown Estate Scotland and is accordingly exempt from publication under section 33(1)(b) of FOISA.

3. On 19 October Executive Team met to discuss future resourcing requirements. Where available, I have included a note of the discussion points for business areas as an attachment. Some of this content has been redacted as it is personal information and publication is exempt under section 38(1)(b) of FOISA.  

   Where not available this is because the director provided a verbal update in the meeting only. In terms of Section 17(1) of the Freedom of Information (Scotland) Act 2002, this represents a notice that the information requested is not held by Crown Estate Scotland. 

   Further to this there was a meeting on 22 November to review the templates. The below is an extract from the agenda for the meeting on 22 November.  

   We have included a copy of the pro-formas which were submitted by each director to inform the discussion around future resourcing requirements as an attachment to this FOI response. Some of this content has been redacted as it is personal information and publication is exempt under section 38(1)(b) of FOISA

   Item	Start	End	Description	Objective	Desired Output or Outcome	Facilitator
   4	10:00	10:45	Resourcing	Discussion: Review as a team the templates returned by each team member following the meeting on the 19.10.22. Discuss  priorities, how to approach the ask, consider is the ask appropriate in the current funding environment. ROH will consolidate the returns that have been received and share on the day. Update on the pay award 22/23 (AM and ROH).	Agree 'shared priorities' and approach for engaging the Board and SG on the matter.	REDACTED

4. The commitment to invest in additional roles has been made to staff and Board to address under investment in capacity and the impact this has had on delivery across the organisation. The relevant excerpt from the consultation paper shared with staff which references this has been included below.  No other gap analysis information is available.

   Growth in turnover: Year on year our operating profit continues to grow, as highlighted in our annual accounts, it is essential that we reinvest in internal capability and capacity.

   Table 2. Annual revenue account 2017-22

Information in the above table has been redacted on the basis that disclosure would, or would be likely to, prejudice substantially the commercial interests of Crown Estate Scotland and is accordingly exempt from publication under section 33(1)(b) of FOISA

5. This section of the FOI references separate processes within CES. It relates to changes of job title, recruitment to posts (which would cover what is deemed a promotion), and job -revaluation.  

   For clarification, a promotion is where an employee moves from one role to another within an organisation, normally where they receive a higher level of compensation or grade (where applicable). 

   Within CES, the guidance relating to this is contained in our Recruitment Policy which is enclosed with this response. Some ofthis content has been redacted as it is personal information and publication is exempt under section 38(1)(b) of FOISA. 

   As the table in this section seems to relate to changes to roles we have not included any instances where internal staff have been successful in applying for a new role at a higher grade. Since 2020 we have had a total of 6 internal moves to new roles - i.e. where employee applied to an internally advertised role and was successful.  

   The job evaluation policy contains guidance to staff on how to apply this policy and the content was agreed with PCS prior to launch. As job re-evaluation relates to changes to an individual's current role and not deemed to be a promotion it would not be expected to contain guidance on such a process. A copy of this policy is enclosed with this response. Some of this content has been redacted as it is personal information and publication is exempt under section 38(1)(b) of FOISA

   	Number of instances per Directorate (since 1 June 2020)
   Description of Role Changes	Finance & Business Services	Corporate Operations	Marine	Property
   Job Title change only	2	4	2	3
   Job Title change, Job re-evaluation (no change in pay grade)	3	1	1	0
   Job Title change, job re-evaluation (change in pay grade)	6	2	8	0

6. This information has not been supplied as it does not exist. In terms of Section 17(1) of the Freedom of Information (Scotland) Act 2002, this represents a notice that the information requested is not held by Crown Estate Scotland.

7. We can confirm that CES will engage with teams as we develop the details of new roles to be introduced within CES in 2023/24. The process set out for the new director roles was a formal consultation with PCS and staff as we deemed it to have a potentially significant impact on some
   roles.  

   As outlined in the initial response to PCS in this consultation, CES remains committed to engaging with staff throughout the development of new roles. This will only take the form of a formal consultation where there is anticipated to be a material impact on roles which is not anticipated to be the case.