Organisational Development Dashboard Analysis March 2016

This analysis covers grade distribution, staff gender breakdown, turnover rates, sickness absence statistics, and learning and development events for March 2016. The data includes headcount, job levels, staff demographics, turnover percentages, sickness absence days, and training attendance figures. Insights are provided into staff distribution, turnover trends, sickness rates, and learning initiatives within the organization.

• Organisational Development
• Dashboard Analysis
• March 2016
• Staff Data
• Training Events

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1. Organisational Development March 2016 Dashboard Grade Distribution as at 31.3.16 Headcount 442 450 408.6 392 386 388 Job Level No. of staff % of staff FTE 400 353 350 337 359.6 363.5 354 321 328.5 324.6 350 313.8 A 10 2.26% 8.6 302.4 300 Headcount B 32 7.2% 28 250 FTE C 97 21.9% 86.4 200 150 D 135 30.5% 126.1 100 E 105 23.8% 98.7 50 0 F 50 11.3% 47.8 G 12 2.7% 12 H 1 0.2% 1 There were also 5 agency temporary staff employed as at 31.3.16 Headcount by department 131 140 116.5 101 120 91.2 100 80 58 56.4 36 60 28 31 30.9 20 18.15 33.6 40 14 27.3 13 10 9.55 7 6.4 20 3 3 3 2.6 Headcount 0 FTE

2. Staff Gender Analysis Staff Gender Analysis by grade Full time/Part time split Female (% of grade) Male % of staff (% of grade) Level A 30% 70% Male, 176 Full time 76.9% Level B 74% 26% Female 266 Part time 22.6% Level C 64% 36% Level D 64% 36% Level E 56% 44% Level F 62% 38% Part time working pattern Number of staff Level G 25% 75% Level H 0 100% Full time 340 0.8-0.99 fte 41 0.6-0.79 fte Staff ethnicity analysis Staff disability analysis 38 % of staff 0.5-0.59 fte 18 % of staff Below 0.5 fte Asian and Asian 5 2.25% Disabled 3.85% British Black and Black Not 1.6% 96.15% British disabled Chinese 0.45% Mixed ethnicity 1.4% Other ethnicity 0.25% White 94.05%

3. Staff turnover, Starters, Leavers and promotions Staff Turnover Staff turnover for the year was 7.95%, which is lower than the turnover rate in recent years. 33 staff have left the ICO from April: 2015 to March 2016. This comprised 6 retirements; 17 promotions outside the ICO; 4 role changes; 4 personal reasons; 1 end of a fixed term contract; and 1 colleague has passed away Staff turnover % 20 18.5 15 13.4 10.5 10 8.3 10.4 10 Staff turnover % 6.3 7.95 7.7 5 4.8 0 2006-7 2007-8 2008-9 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 Number of new starters 77 Number of promotions 91 Number of leavers 33

4. Sickness absence rates 9.00 7.77 7.38 8.00 7.00 7.00 5.77 6.00 5.02 4.86 5.56 days 4.71 5.00 4.55 4.4 4.00 2.84 2.97 2.72 3.00 2.22 2.14% 1.81 1.87 1.93 1.75 2.00 1.00 1.57 1.68 0.99 1.02 1.09 0.95 0.92 1.26 0.93 0.00 2006-7 2007-8 2008-9 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 Average Days lost Overall absence % Short-term absence % Short term absences exclude absences of over 3 weeks duration. The Civil Service average absence rate is 7.4 days lost per staff member per year. 218 staff had no absence during the year.

5. Learning and development Events Person-Days attended Person-Hours attended Person hours Training Av per head (415 ave headcount) Number Number Number Av per head Career Development 951 Career Development 27 130.7 0.3 951.2 2.3 Information Rights Information Rights Training 112 273.3 0.66 1947.8 4.7 1947 Leadership and Management 0.84 6.08 Leadership and Management 19 77.92 565.66 5006 (per manager) (per manager) New starter 1.96 14.2 New Starter 84 150.72 1093.5 (per new starter) (per new starter) 566 Professional and Technical 1093 Professional and Technical 146 778.26 1.9 5006.2 12.1 Total 1411 3.4 9564 23 - of which are Know About 22 As a Non- attendances percentage of accepted invitations Tutors Attendances Days Hours Number Tutor 317 105 777 Personal 27 0.75% - of which are Know About 21 Business need 102 2.83% Observer 39 12.75 94.35 Sickness 22 0.6% Unknown 18 0.5% There has been a continuing reduction in non-attendances at training in Q4. Total (based on 3600 training invites) 169 4.69%

6. Organisational Development : Summary Q4 Management support Learning and Development HR processes Facilities Management Health and Safety Support given to managers in discipline, sickness, grievances and staff welfare cases. There have been six formal cases investigated in the year alongside numerous matters supported and resolved informally. Further delivery of Enhanced Communication Skills took place this quarter. The quality and style of presentations at the DP and FOI conferences has received very positive feedback, and this training has been an essential element of this. Discussions with disabled staff members have commenced to obtain their feedback about working at the ICO. 5 accidents in the last quarter (includes illness with intervention from a first aider). All minor incidents and no Riddor reportable absences. Supporting the business Welfare support provided to staff members to facilitate returns to work following long term absence. Total of 13 accidents recorded in 2015-16. None were Riddor reportable. ICO s People Strategy being consulted with staff. Practical Employment Law for Managers training was delivered to 13 new managers in February. There has also been training on performance management, sickness absence and recruitment and selection. Staff secondments to NHS England and a project with the DCMS have been facilitated. Reports completed for the Job Grading Panel including for the new Head of ICO Regions position. Essential first aid training was made available for staff. The two hour sessions were attended by more than 50 people. 114 recruitment campaigns have taken place or commenced during 2015-16. ACAS Report received and agreement reached on implementation of recommendations. Work on re- scoping TU recognition agreement has commenced. Disclosure and RIPA training has supported new and existing Enforcement staff to develop their knowledge and skills and bolster the ICO s enforcement capability. Dilapidation discussions commenced with landlord and consultation with DCMS regarding ground floor extension area. Preparatory work for the new format of the BCS Data Protection Qualification has been completed. The next cohort of staff to be trained will start in Q1. The project to introduce electronic payslips, which was expected to be delivered in April 2016, is subject to delay due to a change of personnel at the payroll service provider. Update of the staff code of conduct commenced. Draft is with the trade unions for consultation. Reconfiguration of secure team room for the Criminal Investigations Team completed. Delivering services A number of Managing Workplace Investigations training sessions have been delivered to Group Managers. This will broaden the pool of managers who can take forward formal discipline and grievance cases, and widens understanding of the processes involved. Purchase of vari-desks to allow people to work on computers standing up to assist good working posture. Core Information Rights training has continued throughout the quarter. We have raised issues with the performance of MyCSP with DCMS. They have not produced annual pension benefit statements for around half of ICO s staff and we have sought support to rectify this situation. Sharepoint training has taken place to enable staff to construct information within the new back end of ICON. Closure of external storage provision, saving the ICO 15k per year.