Monitoring of MPA activities 2003/04

Report: 12
Date: 6 May 2004
By: Clerk

Summary

The report “Monitoring of Metropolitan Police Authority (MPA) staffing and recruitment” was considered by the Human Resources Committee last year. This report provides data and analysis on the Human resources activities within the Authority for the period 2003/4. This level of monitoring exceeds the requirements of the Race Relations (Amendment) Act 2000.

A. Recommendation

That members note the monitoring and analysis of data for 2003/4.

B. Supporting information

Background

1. Monitoring in the context of this report means comparing the employment patterns of men and women, of ethnic minority and White staff and of people with disabilities, to identify if there are any marked differences. Where there are differences, this may suggest the need for further analysis.

2. Monitoring normally deals with:

• snapshot monitoring, i.e. using data on the organisation distribution of staff;
• monitoring progression, i.e. that is the progression of applicants through the recruitment process;
• parity targets, i.e. how organisational procedures and decisions affect different groups. For example, the rate at which visible ethnic minority staff leave the MPA should be the same as that for other groups.

3. The monitoring of personnel data does not generally need complex statistical analysis, since the differences may be readily identified from a few simple techniques. Both the Commission for Racial Equality (CRE) and Equal Opportunities Commission (EOC) suggest using the participation ratio for snapshot monitoring and the ‘four fifths rule’ for recruitment. Because of the relatively small numbers involved and the lack of any consistent pattern, when compared with previous years, it is not possible to draw real statistical significance from the data.

4. For this reason an organisational profile is a useful method for showing under-representation and, over a period of time, trends. One simple way to highlight differences in the proportions of any group is to construct a participation ratio. This may be done by comparing the percentage of women or ethnic groups in the MPA with the targets set for the Greater London Authority (GLA) group (see paragraph 8).

5. Similarly on selection the CRE and EOC recommend the four-fifths rule. This suggests that if any group is less than four fifths (80%) of the rate of the group with the highest success rate, then there will be an indication of potential bias. This can be expressed in the following example of one stage of a selection process:

• Male success rate 20 out of 100 as a percentage = 20%
• Female success rate 10 out of 100 as a percentage = 10%
• 4/5ths of highest success rate = 16%

6 In the example, there is significant disparity because the female success rate (10%) is less than four-fifths the male success rate (20%). It is not intended to be an absolute measure, but is a simple way to indicate the differences in selection rates are not proportionate.

7. Ethnic origin refers to members of an ethnic group who share the same cultural background and identity. This does not necessarily mean country of birth or nationality. The ethnic groupings used are those shown at Appendix 1. This has been updated for 2004/5 following extensive consultation with the CRE, the Lesbian, Gay and Transgender Advisory Group (LGBTAG), Authority members, GLA and the Public and Commercial Services (PCS) union that represents MPA staff. The updated form is shown at Appendix 2.

Staffing

8. During 2003/4 the opportunity was taken to give existing staff the opportunity to complete the revised form shown at Appendix 2. Not all staff availed themselves of this opportunity and the small numbers that have done so have not been further sub-divided in order to avoid the possibility of individuals being identified. Those that did not form a statistically significant proportion of the overall number of staff and no conclusions can be drawn from the responses or lack of responses. Of those that did respond, 32 staff identified themselves as heterosexual and seven identified themselves as lesbian, gay or bisexual. Five staff identified themselves as Christian and Hindu respectively and one each as Sikh, Buddhist or having no religion. Nine staff identified themselves as having a disability. An updated list of the ethnic origin, gender and age of staff is as follows:

Gender and ethnic groups for MPA staff (as at 31 March 2004)

Band 1 (approx £35k+) (% rounded up)

• Asian Group: 7 (18%)
• Black Group: 2 (6%)
• White Group: 28 (76%)

• 11 women (30%)
• 27 men (70%)

Band 2 (salaries up to £34,999)

• Asian Group: 4 (9%)
• Black Group: 13 (34%)
• White Group: 24 (57%)

• 22 women (54%)
• 19 men (46%)

Age groups for MPA staff (as at 31 March 2004)

• 21-25: 7
• 26-30: 5
• 31-35: 8
• 36-40: 8
• 41-45: 15
• 46-50: 13
• 51-55: 13
• 56-60: 10
• 61-63: 2

9. The GLA are keen for members of the GLA Group to adopt some employment ‘targets’ in relation to their staff. These are:

• Black and minority ethnic staff: 25%
• Women: 52%
• Staff with disabilities: 10%

10. Within the Black and minority ethnic staff category there is a 12% target for Asian staff. Given three existing targets, it would be difficult to set additional targets for sexual orientation, faith or belief and age.

11. The figures for the MPA are:

• Black and minority ethnic staff: 33%, of whom 14% are Asian
• Women: 42%
• Staff with disabilities: 11%

12. These figures have all improved in comparison with 2002/3 and, with the exception of women, exceed the targets set. The number of women in the Internal Audit Directorate (8 out of 36) accounts for this low figure. The age profile suggests that younger staff are underrepresented. This may be because of the high level of professionally qualified staff and/or requirements for relevant experience.

13. There is under-representation of Black and minority ethnic staff and women in Pay Band 1 (over £35,000), i.e. 24% and 30% respectively. There is clearly some concern about the disproportionate number of women and White group staff who resign. Although the reasons given were all verified at interview, the MPA is considering follow-up exit surveys to identify contributory the causal factors.

Staff leaving the MPA

14. During the financial year 2003/04 the following staff left the MPA (resigned):

• Male: 2
• Female: 4
• Black Group: 1
• White Group: 5

15. Of the six staff that resigned, all were interviewed before departure. One was travelling, one was pursuing further education and four were seeking better paid career opportunities elsewhere, of whom two were on fixed term appointments (FTAs). These figures exclude staff on secondments or agency staff. There is clearly some concern about the disproportionate number of women and White group staff who resigned. Although the reasons given were all verified at interview, the MPA are considering follow-up exit surveys to identify contributing or other causal factors.

Grievances and employment tribunals

16. During the financial year 2002/3 the grievance procedure was invoked on one occasion and the grievance was resolved at Stage 2. In 2003/4 there have been eleven grievances. In seven cases the aggrieved were from the White group and in three cases the aggrieved were from the Black group. In one case there was a single grievance from a group of staff against their line manager. It would not be appropriate to identify the numbers of staff or the ethnic group or groups in this case as it would be possible to identify the parties involved. In two cases the respondent was a male from the White group; in eight cases the MPA was the respondent. Eight of the grievances (six men and two women) concerned the implementation of an MPA policy and were resolved at Stage 3 (a panel of three Members). The Members panel decided there was no basis for any of the grievances. In two grievances the aggrieved are from the Black group and are alleging racial discrimination. The grievances are at Stage 2. In one grievance, two of the aggrieved subsequently withdrew from the grievance, which was settled at Stage 2 with the general acceptance by all parties of a number of recommendations.

17. During the financial year 2003/4, there have been two Employment Tribunals lodged alleging racial and racial/sexual discrimination, both from members of staff within the Black group. One of the applicants is male, the other female. Both cases are at a very early stage.

Training

18. Staff attended a number of formal training courses and seminars during the year. All staff have now been provided with performance management and diversity training. In addition, 24 senior managers were provided with ‘in house’ training dealing with discrimination law, managing attendance, bullying, data protection and other Human Resource aspects of a manager’s role. All staff have been provided with training to use ‘on line’ Computer Based Training on business and Information Technology packages, and have had the opportunity to attend training on the Race Relations (Amendment) Act, the Local Government Equality Standard and Equality Impact Assessments (although these figures have not been itemised in the table set out below).

19. For training, there is over-representation of women in the MPA as a proportion of those who attended training courses and seminars during the year. There is general parity in terms of the ethnic groups within the MPA and the proportion who attended training courses and seminars during the year, with the exception of the over-representation of women, this data is comparable with last year.

20. In addition, there was a team-building day for all staff in the Secretariat and a two-day conference for all staff in the Internal Audit Directorate (although these figures have not been itemised in the table set out above).

Recruitment

21. The following data covers those selection panels carried out since that report. This data can be summarised as follows:

Band 1

Band 2

22. For Band 1 there is no disparity between the success rates of men and women at the interview or selection stage. Forty five per cent of male applicants were short-listed, of whom 20% were appointed. Thirty eight per cent of female applicants were short-listed, of whom 18% were appointed.

23. For Band 1 there is no significant disparity between the success rates of the different groups invited for interview, by ethnic group, as follows:

• 38% Asian group applicants were invited for interview
• 35% Black group applicants were invited for interview
• 50% of mixed group applicants were invited for interview
• 41% White group applicants were invited for interview
• 50% Asian group applicants invited for interview were successful
• 9% Black group applicants invited for interview were successful
• No mixed group applicants invited for interview were successful
• 17% White group applicants invited for interview were successful

24. The Asian group success rate is significantly better than any other group at the interview stage. The success rate of the Black group is an improvement on 2002/3 when no applicants were selected, but significantly lower than the Asian or White groups; the mixed group are more successful in terms of getting to the interview stage this year, although no applicants were selected.

25. For Band 2 there is some disparity between the success rates of male and female applicants at the interview stage, but no significant disparity at the selection stage. Eight per cent of male applicants were short-listed, of whom 22% were appointed. Eleven per cent of female applicants were short-listed, of whom 26% were appointed. This is an improvement for male candidates on 2002/3.

26. For Band 2 there is some disparity between the success rates of the different groups invited for interview, by ethnic group, as follows:

• 11% Asian group applicants were invited for interview
• 15% Black group applicants were invited for interview
• 15% mixed group applicants were invited for interview
• 10% White group applicants were invited for interview

27 The success rate of the Asian and White groups invited for interview is significantly lower than the Black or mixed group success in terms of applicants invited for interview, i.e. between 67 and 73% respectively of the Black or other mixed group success rate. This broadly reflects the results in 2002/3.

• 10% Asian group applicants invited for interview were successful
• 22% Black group applicants invited for interview were successful
• No mixed group applicants invited for interview were successful
• 30% White group applicants invited for interview were successful

28. The success rate of the Asian groups selected is significantly lower than the Black and White groups’ success rate. There were no mixed group applicants selected. The proportion of Black group candidates is significantly lower than the White group success rate of the White group success rate, i.e. 73% of the White Group success rate. The proportion of successful Asian and Black Group candidates are lower than 2002/3 (25% of Asian and Black group candidates were selected last year), whereas the proportion of White group candidates has increased (18% of White group candidates were selected last year). The mixed group applicants were equally unsuccessful in 2002/3.

Performance management

29. The Authority currently operate a 4-category performance rating system as follows:

• Category 1
  Highly effective - achieving objectives and consistently demonstrating competences above expectations
• Category 2
  Effective - achieving objectives and consistently demonstrating competences satisfactorily
• Category 3
  Satisfactory - some objectives not met and some competences not demonstrated
• Category 4
  Unsatisfactory - significant shortcomings, with performance in many objectives or competences below the minimum standard expected.

30 The data is as follows:

31. Not all current MPA staff had a performance appraisal last year, because they were in their probationary period or had not been recruited. Females are over-represented in Category 1 (69% of the total) and under represented at Categories 2 and 3 (33% and 0% respectively). The White Group is over-represented at Category 1 (80% of the total). The Asian and Black Groups are under-represented at Categories 1 and 2 (7% and 13%, and 13% and 20% respectively) and the Black Group over-represented at Box 3 (50% of the total). There were no assessments at Category 4. There is some cause for concern, but no comparative data for 2002/3 against which to benchmark this.

C. Race and equality impact

This report is primarily concerned with recording and analysing HR activities in the MPA and their equality implications. The report directly addresses the impact upon gender and ethnic group, but establishes some initial data on sexual orientation, religion or belief, disability, and age.

D. Financial implications

There are no direct financial implications as a result of this report.

E. Background papers

• Monitoring reports have been provided to the Human Resources Committee for each of the last three years. Cognisance has also been taken of Commission for Racial Equality and Equal Opportunities Commission publications on monitoring staff.

F. Contact details

Report author: Alan Johnson

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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