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Report No: C/SDC/13-18

Agenda Item: 8a

Report to: SERVICE DELIVERY COMMITTEE

Meeting Date: 21 MARCH 2018

Report Title: QUARTERLY PERFORMANCE REPORT FOR 2017-18 Q3

Report Classification:

FOR NOTING

Prepared by: Stewart Ross, Performance Data Services Manager

Sponsored by: Mark McAteer, Director of Strategic Planning, Performance and Communications

Presented by: Mark McAteer, Director of Strategic Planning, Performance and Communications

Links to Strategy

This report relates to the strategic priority of Governance and Social Responsibility.

Governance Route for Report Meeting Date Comment

Strategic Leadership Team 12 March 2018 For noting

Service Delivery Committee 21 March 2018 For noting

1 Purpose

1.1

To provide a quarterly summary for Service Delivery Committee (SDC) of the Scottish Fire and Rescue Service (SFRS) performance under the headings of Community Safety and Wellbeing, People, and Service Delivery, using performance indicators from the Interim Performance Framework applying in 2017-18.

2 Background

2.1

This is the second edition of a revised Quarterly Performance Report which uses a mix of infographics, tables and charts in a coherent format to provide summary information on SFRS Performance. The 2017-18 Q2 report was the first version in this new format. There are a number of changes in this second edition, such as:

The percentages listed underneath the trend arrows on the summary infographics use a colour key where appropriate to indicate whether or not an upward or downward trend is considered better or worse (page 3)

The section on Fire Safety Audits has been expanded to include o totals by risk category, with the totals for HMOs and Care Homes summarised in

headline infographics (page 6) o the proportion of audits resulting in no substantive action being taken

(management compliance levels 1 and 2, page 7)

SCOTTISH FIRE AND RESCUE SERVICE

Service Delivery Committee

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o tables showing the totals and percentages for working days lost by staff absence reason has been added to the staff absences section (pages 12 and 13)

3 Main Report and Discussion

3.1

SDC are asked to note the development of the second edition of the new-format report. Regarding interim targets, SDC are asked to note that whilst accidental dwelling fires to the end of Q3 are lower than the target threshold (3,416 against 3,622) and classed as green, accidental dwelling fire fatalities are above the threshold (23 against 19) and therefore classed as red.

4 Key Strategic Implications

4.1 4.1.1

Financial Not applicable.

4.2 4.2.1

Legal Delivery of suitable Quarterly Performance Reports assists us in demonstrating to the Scottish Government and other stakeholders whether or not we are meeting the requirements of the Fire and Rescue Framework for Scotland 2016 and any targets which SFRS subsequently adopts as suitable indicators of performance.

4.3 4.3.1

Performance Not applicable.

4.4 4.4.1

Environmental & Sustainability Not applicable.

4.5 4.5.1

Workforce Not applicable.

4.6 4.6.1

Health & Safety Not applicable.

4.7 4.7.1

Timing Preparation of this quarterly report is dependent on completion and subsequent quality assurance of records entered by crews on the national Incident Recording System (IRS), which introduces a lag of about six weeks from the end of the quarter on the preparation of incident-based summary totals.

4.8 4.8.1

Equalities Not applicable.

4.9 4.9.1

Risk Not applicable.

4.10 4.10.1

Communications & Engagement Not applicable.

4.11 4.11.1

Training Not applicable.

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5 Recommendation

5.1

Service Delivery Committee is asked to note the contents of the report.

6 Core Brief

6.1

Not applicable.

7 Appendices/Further Reading

7.1

Appendix A – Quarterly Performance Report 2017-18 Q3

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APPENDIX A

Quarterly Performance Report 2017-18 Q3

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Table of Contents

Cumulative Performance to the end of 2017-18 Q3 3

KPI Totals With Three-Year Average Trend Comparisons 3

Year-To-Date KPI Totals 4

Community Safety and Wellbeing 5

Home Fire Safety Visits 5

Fire Safety Audits Conducted in 2017-18 Q3 6

Fire Investigations Undertaken in 2017-18 Q3 8

People 9

Workforce Profile, 2017-18 Q3 9

Leavers, 2017-18 Q3 10

Staff Absences, 2017-18 Q3 11

Operational Training, 2017-18 Q3 14

Service Delivery 15

Call Handling and Response Times, 2017-18 Q3 15

Retained Duty System Crew Availability, 2017-18 Q3 16

Incident and Property Types Attended, 2017-18 Q3 17

Detailed KPIs 18

Activity by Weekday and Time of Day, 2017-18 Q3 21

About the statistics in this report

The activity totals and other statistics quoted in this report are internal management information published in the interests of transparency and openness. They are provisional in nature and subject to change as a result of ongoing quality assurance and review.

Because all statistics quoted are provisional there may be differences in the period totals quoted in successive reports after original publication which result from revisions or additions to the data on our systems.

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Cumulative Performance to the end of 2017-18 Q3

KPI Totals With Three-Year Average Trend Comparisons

The three-year average trends show increases in incidents on behalf of or in co-operation with partner emergency services (medical incidents, assistance to other agencies, and effecting entry/exit). Trends for Accidental Dwelling Fires and Accidental Non-Domestic Fires remain fairly flat at present. A large increase in wildfire attendances this year contributed to the trend increase shown for Other Secondary Fires.

All trend comparisons in this report are based on moving three-year quarterly averages, to provide a degree of smoothing of the inherent seasonality and variability in quarterly totals. For year-to-date reporting, the totals and all trend comparisons are to the end of the specified reporting period each year (2017-18 Q3 in this report).

Thresholds for the trend arrows in the graphics are varied by a weighting in proportion to the magnitude of the value concerned. Consequently, the percentage change counted as being 'up' or 'down' is much wider for small totals such as fire fatalities, and narrower for high-magnitude totals such as the number of incidents attended.

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Year-To-Date KPI Totals

The table below shows the main incident-based KPI totals to the end of 2017-18 Q3 each year over the past five years, with the target for the current reporting period where applicable and a RAG indicator to show whether or not the target has been met.

Table 1: Summary year-to-date KPI totals

Ref PIName 2013-14 2014-15 2015-16 2016-17 2017-18 Target

F2-00A All Incidents 67,623 65,585 68,095 71,006 71,660 -

F2-01A Accidental Dwelling Fires 3,635 3,647 3,829 3,727 3,416 3,622

F2-02A Accidental Non-Domestic Fires 1,139 1,126 1,240 1,094 1,011 1,142

F2-05A ADF Casualties 615 464 544 526 427 496

F2-05B ADF Fatalities 22 16 20 21 23 19

F2-11A Secondary Fires, Refuse 6,401 5,941 6,084 6,439 5,682 5,539

F2-11B Secondary Fires, Other 8,024 5,200 5,915 6,364 6,862 -

F2-12A RTCs 1,633 1,732 1,827 1,918 1,880 -

F2-14A Medical Incidents 214 265 384 413 369 -

F2-14B Assist Other Agencies 436 514 893 889 836 -

F2-14C Effect Entry/Exit 822 1,140 1,828 2,111 2,269 -

F2-15A False Alarm, UFAS 20,214 20,701 20,887 21,970 21,570 20,127

Targets for the current year are reductions applied to the three-year average for the same period last year. Whilst the total for accidental dwelling fires (ADFs) to the end of 2017-18 Q3 is within target (shown as green in the table), the number of ADF fatalities is more than 10% above the three year average and is shown in red. UFAS attendances and Refuse Fires are both within 10% of their target values and are shown as amber in the table.

The sparkline panels in the summary chart below show the relative changes and trends in the year-to-date KPI values over the past five years. (The time periods used are not continuous other than for end-year reporting.)

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Community Safety and Wellbeing

Home Fire Safety Visits

Year-to-Date Home Fire Safety Visit Totals

Table 2: Summary HFSV year-to-date totals by Service Delivery Area

Ref PIName EAST NORTH WEST Total

F2-30A Home Fire Safety Visits 15,616 13,125 22,916 51,657

F2-30B Home Fire Safety Visits for At-Risk Groups 6,168 4,262 8,870 19,300

F2-30C Home Fire Safety Visits - Detectors Fitted 7,249 3,742 9,607 20,598

F2-30D Home Fire Safety Visits - Advice Only 8,367 9,383 13,309 31,059

F2-30E Smoke Detectors Fitted 14,489 7,545 18,325 40,359

Table 3: Current-Quarter HFSV totals by Service Delivery Area

Ref PIName EAST NORTH WEST Total

F2-30A Home Fire Safety Visits 5,021 3,899 8,009 16,929

F2-30B Home Fire Safety Visits for At-Risk Groups 1,937 1,306 3,157 6,400

F2-30C Home Fire Safety Visits - Detectors Fitted 2,480 1,208 3,470 7,158

F2-30D Home Fire Safety Visits - Advice Only 2,541 2,691 4,539 9,771

F2-30E Smoke Detectors Fitted 4,947 2,491 6,650 14,088

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Fire Safety Audits Conducted in 2017-18 Q3

Table 4: Audits by property risk category

Category Q1 Q2 Q3 Q1% Q2% Q3%

Houses in Multiple Occupation (HMO) 523 633 517 29.7% 30.6% 27.5%

Care Home 367 410 320 20.9% 19.8% 17.0%

Hotel 209 241 237 11.9% 11.7% 12.6%

School 53 47 60 3.0% 2.3% 3.2%

Self-catering premises 44 34 57 2.5% 1.6% 3.0%

Shop 53 61 54 3.0% 2.9% 2.9%

Hospital 58 21 45 3.3% 1.0% 2.4%

Office 35 44 45 2.0% 2.1% 2.4%

Hostel 13 19 41 0.7% 0.9% 2.2%

Guest House 20 42 38 1.1% 2.0% 2.0%

Factory or Warehouse 31 34 38 1.8% 1.6% 2.0%

Other Sleeping Accommodation 7 41 30 0.4% 2.0% 1.6%

(All other categories) 346 441 395 19.7% 21.3% 21.0%

Totals 1,759 2,068 1,877 100.0% 100.0% 100.0%

The fully populated FSEO and AO establishment is 84 members of staff, each with an annual auditing target of 122 premises. Through a combination of temporary promotions from within the FSEO cadre, and ongoing FSEO/AO vacancies, the actual establishment is approximately 70 at the current time. This translates to a national annual total of 8,540 audits. A small number of FSEO’s and AO’s are likely to be new in post at any one time and undergoing varying degrees of mentoring. This will lead to a lower audit output from these officers. There has also been a significant increase in consultations undertaken in support of key partners which have, to a large degree, been as a direct result of the increased scrutiny on the construction sector which followed the Grenfell Tower fire.

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Fire Safety Audits by Management Compliance Level

Fire Safety Audits by Area

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Fire Investigations Undertaken in 2017-18 Q3

Fire Investigation Officers (FIOs) are required to attend and conduct a full fire investigation of all incidents in which a fire fatality or potential fire fatality has occurred, fires involving residential care homes, major fires where there is a special interest such as a high financial loss and where Police have implemented major crimes scenes where fire is involved.

On occasion it may not be possible to conduct the normal full investigation - for instance if the site concerned is deemed to be unsafe or if the FIO is attending post-incident and there is very little of the original evidence remaining. In such cases the FIO prepares a single-page summary report instead, gaining as much evidence as possible from the incident in case it is necessary to prepare a full report at a later date.

FIOs also provide formal advice on other incidents on a non-attendance basis - referred to as information-only reports in the infographic above and in the table below.

The totals for current quarter under each of the three fire investigation activity types are broken down by Service Delivery Area in Table 6.

Table 6: Fire Investigation Activity by Service Delivery Area

Type West East North Total

Full Investigation 24 10 16 50

Summary Investigation 4 18 4 26

Information Only 7 13 10 30

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People

Workforce Profile, 2017-18 Q3

The headline totals for actual FTE against the Target Operating Model are broken down by staff group as shown in the chart below.

For the Wholetime, Retained, Volunteer and Support Staff groups actual FTE remains below the Target Operating Model at present, and has been so in each of the last four quarters.

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Leavers, 2017-18 Q3

The total number of leavers this quarter is below the quarterly average. The table below shows the number of leavers for the past four quarters by staff group.

Table 7: Leavers by staff group

Fiscal Qtr Wholetime Retained Volunteer Control Support Total

2016-17 Q4 51 61 10 3 20 145

2017-18 Q1 54 62 5 4 16 141

2017-18 Q2 51 54 4 4 22 135

2017-18 Q3 36 55 4 3 13 111

In comparison to the previous quarter, the predicted number of retirements in the WDS have dropped from 46 to 29 in this quarter. The number of resignations in the WDS have remained the same at 3. Replacement processes were initiated to reduce any impact on service delivery and we continue to monitor this and align this to our Draft Resourcing Plan.

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Staff Absences, 2017-18 Q3

Trend for Staff Absences by Quarter

Table 8: Short-term absences by staff group

FiscalQtr Wholetime Retained Volunteer Control Support Total

2016-17 Q4 837 342 0 71 232 1,482

2017-18 Q1 677 254 1 57 188 1,177

2017-18 Q2 775 236 2 57 163 1,233

2017-18 Q3 818 300 2 64 194 1,378

Table 9: Long-term absences by staff group

FiscalQtr Wholetime Retained Volunteer Control Support Total

2016-17 Q4 43 71 2 8 36 160

2017-18 Q1 56 88 4 11 27 186

2017-18 Q2 52 85 4 11 33 185

2017-18 Q3 61 63 4 3 29 160

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Working Days Lost by Staff Group and Absence Reason

The tables below rank the top 5 illness types by the total number of absence days recorded for each staff group in 2017-18 Q3.

Table 10a: Short-Term Absences

Type Wholetime Retained Volunteer Control Support Total

Musculoskeletal 1,498 833 28 52 284 2,695

Respiratory 907 407 0 68 308 1,690

Stomach / Bowel 443 190 0 39 95 767

Psychological 360 97 0 68 116 641

Surgical 333 129 0 55 64 581

Other 544 289 0 68 190 1,091

Quarter Totals 4,085 1,945 28 350 1,057 7,465

Table 10b: Short-Term Absences (%)

Type Wholetime Retained Volunteer Control Support Total

Musculoskeletal 36.7% 42.8% 100.0% 14.9% 26.9% 36.1%

Respiratory 22.2% 20.9% 0.0% 19.4% 29.1% 22.6%

Stomach / Bowel 10.8% 9.8% 0.0% 11.1% 9.0% 10.3%

Psychological 8.8% 5.0% 0.0% 19.4% 11.0% 8.6%

Surgical 8.2% 6.6% 0.0% 15.7% 6.1% 7.8%

Other 13.3% 14.9% 0.0% 19.4% 18.0% 14.6%

Quarter Totals 100.0% 100.0% 100.0% 100.0% 100.0% 100.0%

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Table 11a: Long-Term Absences

Type Wholetime Retained Volunteer Control Support Total

Musculoskeletal 939 2,073 41 0 592 3,645

Psychological 424 273 0 0 276 973

Surgical 197 325 184 0 78 784

Cardio 140 340 92 38 130 740

Respiratory 266 126 0 0 85 477

Other 292 1,078 0 73 181 1,624

Quarter Totals 2,258 4,215 317 111 1,342 8,243

Table 11b: Long-Term Absences (%)

Type Wholetime Retained Volunteer Control Support Total

Musculoskeletal 41.6% 49.2% 12.9% 0.0% 44.1% 44.2%

Psychological 18.8% 6.5% 0.0% 0.0% 20.6% 11.8%

Surgical 8.7% 7.7% 58.0% 0.0% 5.8% 9.5%

Cardio 6.2% 8.1% 29.0% 34.2% 9.7% 9.0%

Respiratory 11.8% 3.0% 0.0% 0.0% 6.3% 5.8%

Other 12.9% 25.6% 0.0% 65.8% 13.5% 19.7%

Quarter Totals 100.0% 100.0% 100.0% 100.0% 100.0% 100.0%

HR Business Partners provide fully detailed absence reports to local Managers on a monthly basis, to enable deeper analysis of absence trends and reasons. Managers use this information to take remedial action in accordance with the Attendance Management Policy, which assists in further reducing areas of high absence levels.

Line Managers continue to work closely with the HR Business Partners, with assistance from Health & Wellbeing when required, to manage both the long and short term absences using their own local knowledge and the information drawn from iTrent. In relation to short term absence, an absence history is provided to managers which allows them to quickly ascertain if individuals have met any triggers which require an Attendance Support Meeting to take place, then if necessary, progressing onwards to the formal capability stages.

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Operational Training, 2017-18 Q3

Operational training competence (percent) by staff group

Staff on long term sick and personnel either moving post or leaving in Q3 impacted on the non-completion of Core Competency modules on the Learning Content Management System (LCMS).

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Service Delivery

Call Handling and Response Times, 2017-18 Q3

Call Handling time is the time it takes from an emergency call being logged on our systems to the first station being alerted. The response time is the time it takes from the call being logged to the time at which the first responding vehicle arrives at the incident. The response time therefore includes the call-handling time.

The median (or middle) values of the set of call handling and response times for each Service Delivery Area (SDA) this quarter are shown above. The total number of incident attendances counted are shown at the top of each graphic. The totals shown exclude a small number of incidents as a result of errors and omissions in the recorded mobilising and attendance times.

The trend comparison arrows are based on comparing the current three-year moving average call handling and response times to the previous year's moving average, calculated by averaging the data for the same period (2017-18 Q3) each year.

Compared to the average for the past three years, call handling times in the East and North Operations Controls have settled somewhat this quarter, and the trend for all three areas is currently fairly flat.

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Retained Duty System Crew Availability, 2017-18 Q3

The daytime, evening, weekend and overall availability percentages by LSO area in 2017-18 Q3 are shown in the table below.

Table 12: RDS Availability by Local Authority Area

SDA LSOArea Day Eve WkEnd Overall

East Clackmannanshire, Stirling 52% 81% 68% 68%

East East Lothian, Midlothian, Scottish Borders 67% 91% 83% 81%

East Edinburgh City 64% 97% 85% 83%

East Falkirk, West Lothian 42% 76% 70% 63%

East Fife 77% 99% 92% 90%

North Aberdeen City 61% 89% 71% 74%

North Aberdeenshire, Moray 76% 95% 84% 85%

North Angus, Dundee City, Perth & Kinross 68% 90% 78% 80%

North Highland 69% 92% 81% 81%

North Na h-Eileanan Siar, Orkney Islands, Shetland Islands 69% 86% 78% 78%

West Argyll & Bute, East Dunbartonshire, West Dunbartonshire 87% 97% 92% 92%

West Dumfries & Galloway 86% 99% 94% 93%

West East Ayrshire, North Ayrshire, South Ayrshire 68% 95% 89% 85%

West East Renfrewshire, Inverclyde, Renfrewshire 95% 99% 93% 96%

West North Lanarkshire 84% 99% 97% 94%

West South Lanarkshire 60% 93% 87% 81%

SFRS 71% 92% 83% 82%

Daytime RDS availability improved by 4% this quarter. Evening and weekend availability also increased compared to last quarter, by 2% and 1% respectively.

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Incident and Property Types Attended, 2017-18 Q3

The top 10 incident and property types we attended in 2017-18 Q3 are shown below. The percentage figure shown in the brackets is the proportion of the total number of incidents attended.

Top 10 Incident Types

Top 10 Property Types

The national Incident Recording System (IRS) uses a very broad set of 295 property types in a four-level hierarchical structure. The headings used here are simplified groupings which aid in readability as well as analysis of trends.

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Detailed KPIs

Accidental Dwelling Fires by Fire Severity - 2017-18 Q3

The graphic shows the number of accidental dwelling fires attended in 2017-18 Q3 categorised using the Cheshire index of fire severity. The three-year averaged trends for the same quarter over the past three years show a small increase in high-severity fires, reflecting an increase in the number of accidental dwelling fire fatalities so far this year.

Accidental Dwelling Fires by Time of Day

Accidental dwelling fires peak in the early evening, as the activity chart below shows:

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Accidental and Deliberate Dwelling Fires by Quarter

The charts below show quarterly totals for accidental and deliberate dwelling fires over the past four years. The columns on each chart represent the most recent three-year averages for each quarter, provided to show seasonal averages. The annotated circular points towards or above the top of the columns are the actual (non-averaged) totals for each quarter, with a non-linear trend line fitted.

The totals for accidental and deliberate dwelling fires this quarter are lower than the three-year seasonal average. The overall trend is still downwards at present, but not steeply so.

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Accidental Dwelling Fire Severity by Quarter

The bar charts below show quarterly totals for accidental dwelling fires broken down into low, medium and high severity as calculated using the Cheshire Fire Severity Index for Accidental Dwelling Fires.

The number of High-severity fires in the current quarter was above the quarterly average. It remains to be seen whether this peak relates to the colder winter conditions this year compared to the past three years of milder winter weather in Scotland.

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Activity by Weekday and Time of Day, 2017-18 Q3

The heatmap below shows incident totals this quarter by hour of the day. The number of incidents we attend peaks around mid-evening each day (darker colours). At weekends there are more attendances in the hours leading up to and beyond midnight than during the working week.

Heatmap of Activity by Day and Hour, 2017-18 Q3

20180321CSDC13-18QuarterlyPerformanceReport2017-18Q320180321CSDC13-18QuarterlyPerformanceReport2017-18Q3AppendixA