It is essential that the purpose and scope of the review is well defined and there is an understanding at the outset of what is expected. [The outcome of the review will be assessed against this.]

3. What is the timescale for completing the review?

Reviews should be time-limited. As a general rule most reviews should take no more than 6 months to complete unless there are particular circumstances that would dictate otherwise.

4. Resource Requirements

An assessment of the resource requirements should be made at this stage. Such an assessment would need to have regard to the existing level of scrutiny activity as this will affect both member and officer capacity to deliver.

[NOTE – THE NEED FOR AND SCOPE OF ANY REVIEW WILL HAVE TO BE AGREED BY THE SCRUTINY COMMISSION.]

GUIDELINES FOR UNDERTAKING SCRUTINY REVIEWS

STAGE 1 – FAMILIARISATION AND PLANNING THE REVIEW

1. Establish a consistent knowledge base

Panel to be provided with background information on the subject.

2. Develop a Project Plan

Having received the background information the Panel should, for example:-

identify any witnesses or external consultants it wishes to call and what is expected of the witness/consultant;
indicate whether any site visits are required and the purpose of these visits;
consider whether consultation is required and, if so, the extent of the consultation and any publicity;
other information/research it wishes to undertake.

3. Revisit the scope of the Review

In the light of the information received and the Project Plan, the Panel will need to consider whether the scope of the review is still appropriate and whether it can be delivered in the timescales required. Does it need to be re-focussed?

Note – The process of gathering baseline information and identifying witnesses will be done in public session, with the papers publicly available, unless there is a reason to go into private session to examine papers containing exempt or confidential information, e.g. detailed information relating to contracts or individuals. Any information obtained during the course of closed meetings should not be disclosed until after the Panel has concluded the review (see Stage 4) save for agreement by all members of the Panel and, if necessary, concerned witnesses.

STAGE 2 – GATHERING EVIDENCE

Use the Project Plan to gather evidence in a structured manner e.g.:-

Witnesses (see separate witness protocol document – Appendix D)

Be clear about why they have been invited.
Prepare questions in advance and where witnesses are expected to attend a public session provide them to the witness in advance.

Site Visits

Only the members of the Review Panel and relevant officers to attend.
Be clear of the purpose – what are we seeking to find out?

Information/Research

Assess whether the information provided is adequate to come to a view. Is any further information required?

Note – The Panel may decide to question witnesses in private if requested to do so, or if the Panel wishes to explore issues which may reveal exempt or commercially sensitive information. In some cases the Panel may wish to meet witnesses in private session, for example, where it is of the view that the witnesses may be forthright in their responses if dealt with in private. Where meetings are in private, the witnesses should be aware that an agreed note of proceedings will be made public.

STAGE 3 – DELIBERATIONS AND EVALUATION OF OPTIONS

Deliberations and assessment of evidence gathered and drawing key conclusions

1. Consider the evidence gathered against the Project plan and objectives of the Review. Has the Panel sufficient information/evidence to come to a view?

2. Assess the information gathered and consider option(s) emerging.

3. Agree preferred options and main conclusions arising from the review.

4. Consider resource implications (finance, HR, property) of options agreed. Consider whether the preferred option(s) is/are deliverable and whether adjustments are necessary.

Draft conclusions/options paper

5. If the Panel wish, a formal public consultation on the draft conclusions or options emerging from the review may be undertaken.

Note – Much of this stage of the process would be held in public; however, when considering the range of options available, the Panel may decide to meet in private session so as to enable members to “think the unthinkable”. The outcome of these deliberations will be an options paper which will be publicly available.

STAGE 4 – FORMULATE RECOMMENDATIONS AND AGREE FINAL REPORT

1. Produce and agree final report.

2. Consider timetable for reporting findings to relevant bodies (i.e. Overview and Scrutiny Committee or Scrutiny Commission and Cabinet).

3. Consider and recommend arrangements for monitoring the review findings.

4. Consider publicising review report including issuing of press release.

5. Issue report to witnesses and other stakeholders as appropriate together with letter of thanks for their contributions.

Note – Much of this stage of the process would be held in public; however, when considering the final recommendations, the Panel may decide to meet in private session so as to enable members to contribute in a forthright manner.

Page Last Updated: 13 October 2009